Accounting Assistant

Accounting Assistant

Under the supervision of the Assistant Finance Director or designee, the Accounting Assistant is a non-exempt, part-time position responsible for providing clerical, administrative, and accounting support to the Finance Department. Duties include entering prepared financial and accounting data; organizing, scanning, filing, and maintaining financial records and supporting documentation; assisting with accounts payable and accounts receivable processes; preparing routine documents and reports; and performing general office support functions. This position also provides backup assistance to other Finance Department functions and customer service as needed. Work requires accuracy, attention to detail, organization, confidentiality, and the ability to follow established procedures and instructions.

Accounting Functions

• Assists with accounts payable processing by organizing invoices and supporting documentation, entering prepared or approved information, matching documentation, and performing other clerical processing activities as directed.
• Enters prepared financial, accounting, accounts payable, accounts receivable, and other departmental data into financial software, spreadsheets, databases, and other systems.
• Reviews entered information for completeness and accuracy and identifies discrepancies or missing documentation for review by appropriate Finance Department staff.
• Assists with preparation, organization, and distribution of checks, reports, invoices, statements, and other routine financial documents.
• Assists with accounts receivable activities, including preparation of routine invoices, organization of supporting documentation, and entry of approved information as assigned.
• Maintains financial records and supporting documentation through filing, scanning, indexing, copying, and electronic document management in accordance with established procedures.
• Assists with maintaining vendor records and obtaining W-9 forms and other required documentation.
• Organizes and prepares records and supporting documentation for audits, financial reporting, grant documentation, and other Finance Department activities.
• Assists with credit card and purchasing documentation by organizing receipts, identifying missing documentation, and preparing records for review and reconciliation.
• Performs routine mathematical calculations and compares financial documents, reports, and records to identify differences or incomplete information.
• Utilizes financial and office software to enter information and prepare routine correspondence, spreadsheets, tables, reports, labels, forms, and other documents.
• Assists with maintaining inventory of office supplies, forms, checks, and other Finance Department materials.
• Provides general administrative support including filing, scanning, copying, mailing, document preparation, record organization, and other clerical duties.
• Maintains confidentiality of financial, payroll, personnel, customer, and business information.
• Provides support to the Accounting Specialist, Utility Billing Clerks, and other Finance Department staff as assigned.
• Assists with special projects and other related duties as assigned.

Secondary Functions

• Provides customer service by answering telephones, greeting visitors, directing inquiries to appropriate staff, and providing routine information.
• Assists with accepting and processing customer payments in accordance with established procedures as assigned.
• Assists Utility Billing staff with clerical, administrative, and customer service functions during periods of increased workload or staff absence.
• Communicates with employees, departments, vendors, customers, and the public to obtain routine information or documentation.
• Assists with departmental mail, document distribution, records organization, and other general office functions.
• Provides departmental support to help ensure continuity and efficient operation of the Finance Department.
• Performs other related duties as assigned.

Minimum Qualifications

Certifications, Licenses, Registrations: Valid Driver License.

Required Education and/or Experience: Associate's degree or equivalent from two-year college or technical school; or one to two years related experience and/or training; or equivalent combination of education and experience.

Preferred Education and/or Experience: Associate's degree or equivalent from two-year college or technical school; and one year related experience and/or training; or equivalent combination of education and experience.

Supplemental Information

Physical Conditions: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit; use hands to finger, eye and hand coordination, handle, or feel and reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and ability to adjust focus.

Working Conditions: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. Duties are generally performed in an office setting with a controlled environment.