Accounting Assistant

Job Description

Job Description

SUMMARY: The overall function of the Accounting Assistant is to process and help manage Cash, AR, AP, and other related accounting and administrative support activities.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.

·         Maintain up-to-date billing system.

·         Prepare, verify, and process invoices.

·         Collect accounts by sending invoice reminders and communication with customers via phone, email, fax, or mail.

·         Carry out billing, collection, and reporting activities according to specific deadlines.

·         Reconcile the accounts receivable ledger to ensure that all payments are accounted for and properly posted.  

·         Monitor customer account details for non-payments, delayed payments, and other irregularities.

·         Research and resolve payment discrepancies.

·         Review AR aging to ensure compliance.

·         Maintain accounts receivable customer files and records.

·         Set up and send out vendor wires.

·         Process credit card payments and prepare bank deposits.

·         Generate monthly, quarterly, or annual financial statements and reports detailing paid and unpaid invoices and other accounts receivable activity.

·         Processing and recording of accounts payable invoices, ensuring all invoices are approved internally and paid accurately

·         Follow-up with department managers for invoice approvals, questions, and resolutions

·         Review vendor statements for accuracy, following up on missing invoices or discrepancies in a timely manner

·         Review all vendor correspondence via phone and e-mail

·         Prepare weekly check run batches and review for accuracy before processing

·         Document and maintain all accounts payable procedures to ensure accuracy and completeness

·         Maintain vendor accounts with current address, payment terms, etc.

·         Identify and maintain 1099 vendor payments, files, and tax reports

·         Process customer payments

·         Perform Monthly reconciliations

·         Maintain a large number of vendor accounts while staying in compliance policies and procedures

·         Assist with month-end closing.

·         Assist with cash related activities.

·         Review and disposition of customer debits.

·         Annual Audit support activities. 

·         Protect organization’s values by keeping information confidential. 

·         Maintain compliance of IATF 16949 / ISO 9001 / ISO 14001

Follows all safety, housekeeping (5S) and company policies and procedures.

Coordinates and maintains all job responsibilities in a continuous and flexible manner and performs other related duties and job assignments as required.

QUALIFICATIONS:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE: Bachelor’s degree preferred focusing on accounting.  Minimum of two years’ experience in an accounts receivable and accounts payable role. Knowledge of general accounting principles, regulatory standards, and compliance requirements. Ability to calculate, post, and manage accounting figures and financial records. Proficiency in MS Office, including the ability to operate computerized accounting and spreadsheet programs. High degree of accuracy, attention to detail, and ability to contain confidentiality. Excellent analytical, problem solving, and decision-making skills.

PHYSICAL DEMANDS:  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 accommodation may be made to enable individuals with disabilities to perform the essential functions.

Regularly spend long hours sitting and using office equipment and computers. Regularly spend long hours in intense concentration reviewing and entering financial information into a computer. Occasionally lift 5-10 pounds.