AP/AR Admin Assistant

Job Description

Job Description

We are looking for an AP/AR Admin Assistant to support day-to-day accounting and administrative operations for a nonprofit organization in Madison, Wisconsin. This position blends accounts payable and receivable support with office coordination, requiring someone who is organized, dependable, and comfortable handling sensitive information. The ideal candidate will contribute to accurate financial processing, assist leadership with administrative tasks, and help keep internal workflows running smoothly.

Responsibilities:
• Track employee attendance based on daily call-ins and maintain accurate records for internal use.
• Prepare and enter journal entries into the accounting system in coordination with the fiscal team.
• Complete weekly bank deposit activities and ensure funds are recorded properly.
• Review and process employee expense submissions through accounts payable procedures.
• Provide backup assistance for payroll-related tasks, including timesheet updates, payroll communications, and related administrative support.
• Approve contract worker timesheets through staffing agency portals, reconcile entries against iSolved records, and complete required weekly processing.
• Assist with monthly documentation and file preparation to support contract and compliance reporting.
• Coordinate meetings, travel arrangements, and other administrative needs for senior leadership while managing confidential information with discretion.
• Support records retention efforts through archiving, file organization, and ongoing administrative documentation.
• Promote adherence to internal policies, contribute to continuous improvement efforts, and attend onsite work and occasional organizational events as needed.• At least 1-3 years of experience in administrative support with exposure to accounting or finance-related responsibilities.
• Associate degree in accounting preferred.
• Working knowledge of bookkeeping practices, cash handling, and maintaining accurate financial records.
• Experience posting payments, processing expense reports, and supporting accounts payable or accounts receivable functions.
• Strong organizational skills with the ability to manage multiple priorities and meet recurring deadlines.
• Ability to handle confidential information with professionalism and sound judgment.
• Comfortable using business software and adapting to changing technology and customer service tools.