Bilingual Accounting Assistant

Who we are: CCOF advances organic agriculture for a healthy world. We advocate on behalf of our members for organic policies, support the growth of organic through education and grants, and provide organic certification that is personal and accessible.

CCOF is a nonprofit organization governed by the people who grow and make our food. Founded in California over 53 years ago, our roots now span the breadth of North America, and our presence is internationally recognized. We are supported by an organic family of farmers, ranchers, processors, retailers, consumers, and policymakers. Together, we work to realize a future where organic is the norm.

Position Summary: 

CCOF is expanding our accounting team and seeking an Accounting Assistant to support our mission‑driven work. This position provides essential administrative and clerical support to the accounting department. The Accounting Assistant also supports communication and documentation needs for both English and Spanish‑speaking clients. 

If you have experience with accounts receivable, strong attention to detail, and the ability to communicate clearly in both English and Spanish, we encourage you to apply. We’re looking for someone who thrives in a collaborative environment and is excited to contribute to a purpose‑driven organization. 

This is a full-time, salary non-exempt status position reporting to the Accounting Manager. This is an in-office position based in Santa Cruz, CA. 

Essential Responsibilities:

• Coordinate Accounts Receivable functions, including recording payments and deposits, creating client invoices, and assist with other Accounts Receivable related tasks.
• Communicate with clients via email and phone regarding incoming payments, past due balances, and other client account questions in both English and Spanish
• Communicate with staff in other CCOF departments regarding clients’ AR account status and details
• Support Accounts Payable functions such as check printing, generate and distribute contract inspector payment reports.  

Specific Duties: 

• Record check, credit card, electronic check, ACH and Wire payments.
• Record deposits.
• Create and mail client invoices and statements.
• Post merchandise orders and promotional merchandise orders.  
• Update client special billing terms.
• Correspond with clients about their incoming payments and account balances.
• Conduct bilingual (English/Spanish) outreach via phone and email to follow up on past-due client accounts.
• Generate and send month-end client account statements.  
• Assist clients with payment plan inquiries.
• Set up client payment plans. 
• Track and troubleshoot database sync errors between the Intact Platform and NetSuite client databases.
• Miscellaneous duties as directed by the Accounting Manager or senior accounting staff.  

Required Qualifications (Knowledge, Skills, and Abilities): 

• Intermediate Spanish language skills to speak fluently and write clear detailed emails for client outreach and inquiries. 
• At least 1 year of prior work experience in accounting or have taken appropriate accounting courses.
• Highly organized, motivated, and detail oriented. Understands how to prioritize competing needs and tasks without compromising quality. Reliably completes assignments within established deadlines. Quickly responds to high priority requests and questions. Proactive, self-directed and driven to achieve goals. Notices and fixes errors that others might overlook. Acknowledge mistakes and turn them into learning opportunities. Has a track record of leaving things better than they found them.
• Communication Skills. Professional written and verbal communication. Writes clearly and adapts communication to suit various audiences, providing relevant context and asking thoughtful questions to understand others’ perspectives and foster engaging, effective interactions. Organizes and shares information effectively.  Receptive to constructive feedback.  Ability to handle and communicate sensitive information with discretion. Receives and applies constructive feedback effectively.
• Professionalism in customer service. Displays a courteous, helpful attitude at all times when interacting with clients. This includes being patient and respectful, taking the time to actively listen to clients’ needs and concerns, and responding thoughtfully and appropriately. Ability to ease the concerns of upset or anxious clients by de-escalating tense situations.
• Team Collaboration. Actively contributes to team success by completing tasks, meeting goals, and supporting project outcomes. Demonstrates respectful collaboration by actively listening to colleagues, valuing different ideas, and seeking opportunities to improve processes. Understands that their team’s success is their own success, and they share responsibility when their team experiences difficulties along the way.
• Computer Skills. Proficiency in computer skills including Microsoft Outlook, Teams, Word, Excel, and other database programs. Effectively manages emails, creates professional documents and spreadsheets, and maintains accurate database records. 

Desired Qualifications: 

• Prior experience performing accounting, data entry, or customer service tasks in an office environment is preferred.
• Prior experience using QuickBooks, NetSuite or other accounting or Enterprise Resource Planning software a plus.
• Associate or bachelor’s degree in appropriate field is preferred.
• Prior work experience in a non-profit or mission driven organization.
• Critical Thinking and Problem-Solving Skills. Independently navigates unfamiliar situations and uses available resources to solve problems. Able to ask for assistance when needed 

Supervisory Responsibilities or Key Relationships: 

• This role does not have any supervisory responsibilities. 

Physical and Travel Requirements: 

• Ability to lift 20 lbs. from ground to waist.
• Ability to stand or sit for several consecutive hours at a desk working at a computer.
• No travel required. 

Other duties: 

Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

Compensation: CCOF takes pride in offering competitive pay and benefits such as superb health plans, 401(k) program, and generous sick/personal and vacation time. The Accounting Assistant’s starting salary range will be $50,479 – $54,932 and will depend on qualifications and experience.  

Hiring Process: Applications will be accepted until the position is filled. Interested applicants, please submit the following documents:

• Cover letter summarizing your interest in CCOF and the position, and qualifications
• Current resume
• List of three professional references 

Incomplete applications will not be considered. No phone calls, please. Only short-listed candidates will be contacted. Thank you for your interest.

CCOF is an equal opportunity employer. We prioritize community, well-being, and belonging, ensuring that everyone has a chance to contribute, develop and succeed. We encourage people with various talents and experience to apply.

Fairness is an important practice at CCOF. We are passionate about building and sustaining a work environment where all employees can thrive. We believe every member of our team enriches our culture by exposing us to a broad range of ways to understand and engage with the world.

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