Administrative/Accounting Assistant

General Summary:

The Administrative/Accounting Assistant will provide support to the Administration Department with accounting and general office functions. This position will complete assigned Accounts Payable (A/P) and Accounts Receivable (A/R) tasks, reconcile bank statements, assist with answering phones and greeting visitors.

Essential Duties and Responsibilities:

• Enters A/P invoices into QuickBooks Online (QBO) using correct General Ledger (GL) codes.
• Creates A/R invoices as needed.
• Reconciles monthly bank statements.
• Matches bi-weekly checks with invoices, verifying the accuracy of the information on the check against the invoice.
• Sorts and distributes incoming mail; prints stamps and mailing labels as needed.
• Completes required filing; creates new files; packages files for storage as required.
• Assists in month-end and/or year-end filing and reporting procedures.
• Completes online vehicle registrations and distributes vehicle insurance cards as needed.
• Receives visitors at the front desk by greeting, welcoming, directing and announcing them appropriately.
• Maintains office security by following safety procedures and controlling access via the reception desk.
• Performs other tasks/projects as requested by management.

Supervisory Responsibilities:

• None.

Qualifications:

• Ability to acquire TSA certification (required).
• Proficient with spreadsheets and data entry.
• Good problem-solving skills and ability to prioritize; well-organized, efficient and a self-starter with strong attention to detail.
• Excellent communication skills, both verbal and written; personable, professional phone skills.
• Ability to manage time effectively to ensure timely responses and completion of tasks / projects; ability to tolerate periods of stress and adhere to deadlines.
• Ability to perform filing and record keeping tasks.
• Ability to maintain high standards of confidentiality.

Education and/or Experience:

• High School diploma or GED; Associates or Bachelors degree in Accounting or related field a plus.
• At least one (1) year of accounting experience preferred; general experience in the Customer Service field a plus.

• An equivalent combination of education and experience.

Language Skills:

• Strong command of the English language, both orally and in writing.
• Ability to communicate clearly, concisely and effectively.

Computer Skills:

• Proficiency with Microsoft Office, especially Word, Excel and Outlook; strong working knowledge of Excel.
• Hands-on experience with QuickBooks Online a plus.
• Ability to quickly learn new programs/systems.

Physical Demands:

• Sitting up to eight (8) hours or more per day; standing and/or walking two (2) hours or more per day.
• Up to eight (8) or more hours per day doing computer work.
• Ability to lift up to 40 pounds.
• Ability to bend, reach and stoop; ability to move about the facility.
• Noise level may be moderate due to multiple conversations in close proximity.

Work Environment:

• Office environment.

Travel Requirements:

• Occasional travel as needed.