Accounting Assistant

JOB TITLE: Accounting Assistant

REPORTS TO: Accounting Manager

SUPERVISES : N/A

STATUS: Full-Time, Non-Exempt

OVERVIEW:

The Accounting Assistant supports the Accounting Manager by processing and tracking financial transactions, preparing bank deposits, entering invoices, and maintaining accurate accounting records. This position is responsible for following established cash-handling procedures, reconciling deposits, and ensuring accurate recordkeeping. The Accounting Assistant also provides administrative support to the Finance team and assists with general office operations.

RESPONSIBILITES:

• Prepare bank deposits and maintain the daily cash receipts log.
• Reconcile corporate credit card statements and related expenses.
• Enter third-party invoices into Concur and ensure accurate coding and documentation.
• Process check requests in a timely manner.
• Review and approve expense reports in Concur in accordance with company policies.
• Answer and direct incoming telephone calls professionally.
• Receive, sort, and distribute incoming mail and prepare outgoing mail and shipments through USPS, UPS, and FedEx.
• Maintain accurate financial and administrative records.
• Scan, copy, file, and electronically organize documents in accordance with company procedures.
• Create, save, maintain, and organize digital and paper files to support department operations.
• Assist with general office administration, including operating office equipment such as copiers, scanners, postage machines, and multi-function printers.
• Provide administrative support to multiple sites as needed and effectively balance competing priorities, urgent requests, and day-to-day responsibilities.
• Assist with special projects and other duties as assigned by management.

QUALIFICATIONS:

• Associate degree in Accounting, Finance, Business Administration, or a related field, or a minimum of three years of related experience; or an equivalent combination of education and experience.
• Experience with accounting and expense management software, including QuickBooks, Concur, and/or Expensify.
• Proficiency in Microsoft Office Suite, particularly Excel, including the ability to create, modify, insert, delete, and manage worksheets within Excel workbooks.
• Proficient in Adobe Acrobat, including the ability to create, save, edit, organize, and maintain electronic files and documents.
• Strong verbal, written, and interpersonal communication skills.
• Ability to work independently and manage multiple priorities effectively.
• Excellent organizational skills and strong attention to detail.
• Ability to exercise discretion and maintain confidentiality when handling sensitive financial and employee information.
• Demonstrated problem-solving skills and ability to use sound judgment.
• Strong customer service orientation and commitment to responsiveness and professionalism.
• Experience using office equipment, including copiers, scanners, and multi-function printers.
• Highly adaptable and able to successfully manage multiple competing priorities in a fast-paced environment.
• Demonstrated ability to remain calm, organized, and professional when responding to urgent issues and unexpected challenges.
• Flexible team player with a positive attitude and willingness to pivot quickly as business needs change.
• Strong time management skills with the ability to reprioritize tasks throughout the day while maintaining accuracy and attention to detail.
• Ability to thrive where priorities may shift throughout the day and tasks may require immediate attention.
• Demonstrated ability to remain flexible, resourceful, and solution-oriented when faced with frequent interruptions, unexpected challenges, and changing business needs.

PHYSICAL REQUIREMENTS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly required to communicate effectively, including talking and hearing. The employee is required to remain in a stationary position for extended periods of time, approximately 80% of the workday. The employee must occasionally move throughout the office to access files, office equipment, mail areas, and other workspaces.

The employee may occasionally be required to operate standard office equipment, including computers, telephones, copiers, scanners, and multi-function printers. The position also requires occasional lifting, carrying, pushing, or pulling of office supplies, files, and packages weighing up to 20 pounds.

Physical Requirements: Physical demands described represent those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

QUALIFICATION REQUIREMENTS:

To perform this position successfully, an individual must be able to perform each essential job function satisfactorily. The requirements outlined in this job description are representative of the knowledge, skills, abilities, and experience required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

• Must be able to pass employment criminal background screening