Accountant

Job Description

Job Description

Full-Time | Salaried | Exempt

Reports to: CEO

Supports: APAA Company

About APAA & Join Our Team - Alaska Premier Auctions & Appraisals (APAA) is a locally grown, Alaskan-owned small business committed to excellence in auction services. We connect people to meaningful items, including antique treasures, historical artifacts, fine art, vehicles, equipment, firearms, jewelry, and everyday collectibles, and bring their stories to life through professionalism, accuracy, and care.

We’re proud to have been named one of the 2025 Best Workplaces in Alaska by the Alaska Journal of Commerce, based on anonymous third-party employee feedback conducted by Best Companies Group. This recognition reflects our dedication to building a respectful, supportive, and high-performing workplace. The Accountant is APAA’s primary accounting professional, maintaining accurate, organized, and timely financial records and processes to support our clients, staff, and continued growth. 

What the Accountant Does -  The Accountant manages APAA’s day-to-day bookkeeping and accounting operations, including month-end close, auction accounting, seller settlements, payroll reconciliation, insurance administration, and oversight of purchasing.

This hands-on role works with leadership, HR, vendors, financial institutions, payment processors, insurance providers, and outside accounting and tax professionals to maintain financial controls, resolve discrepancies, improve processes, and provide accurate information for decision-making.

Bookkeeping Activities -  The Accountant owns APAA’s bookkeeping cycle end to end. Work is organized by frequency so nothing accumulates between closes.

Daily:

• Review bank, credit card, and merchant processor activity in QuickBooks Online; categorize and code transactions, attaching supporting documents.
• Record and apply incoming customer and buyer payments; match deposits to auction and customer activity.
• Enter vendor bills and receipts as they arrive; confirm approvals before entry.
• Flag returned payments, chargebacks, disputes, and unapplied funds for research.
• Respond to internal and vendor accounting questions within one business day.

Weekly:

• Process approved vendor payments (ACH, check, wire) on the set payment run.
• Review A/R aging; follow up on past-due balances and escalate material items.
• Review A/P aging; confirm upcoming due dates and cash needs with leadership.
• Reconcile merchant processor settlements to bank deposits.
• Prepare, review, and track seller settlements for completed auctions.
• Record completed payroll entries and review against payroll registers from HR.
• Clear the uncategorized and suspense accounts; resolve open discrepancies.
• Provide leadership with a short cash position update.

Monthly:

• Reconcile auction activity per auction: buyer payments, deposits, commissions, fees, expenses, refunds, and adjustments.
• Reconcile payroll to bank activity, the general ledger, and payroll liability accounts.
• Review recurring subscriptions, services, and supply purchases against budget.
• Track insurance premiums, renewals, and policy changes; update coverage records.
• Review vendor list and customer list for duplicates, inactive records, and W-9 status.
• Organize and file supporting documentation for the month.

Month-End Close Process - The Accountant leads the month-end close and delivers financial statements to executive leadership within an agreed number of business days after month-end. The close builds on the daily, weekly, and monthly bookkeeping above.

1. Confirm all transactions for the month are entered, coded, and supported.
2. Complete bank, credit card, and merchant processor reconciliations for every account.
3. Reconcile balance sheet accounts: A/R, A/P, prepaid expenses, payroll liabilities, sales tax, customer deposits, seller payables, and loans.
4. Confirm every auction closed in the month is fully reconciled and seller settlements are recorded.
5. Record accruals, deferrals, depreciation, and other adjusting journal entries.
6. Review the P&L and balance sheet for variances and unusual items; research and correct errors.
7. Prepare financial statements and a summary of results and cash position for executive leadership.
8. Close the period in QuickBooks Online.
9. File the close checklist and supporting workpapers for year-end, tax preparation, audits, and CPA review.

Additional Responsibilities

Payments, Banking & Cash Management

• Research payment discrepancies, returned payments, chargebacks, disputes, and unapplied funds.
• Process approved refunds, ACH payments, wires, checks, and other financial transactions.
• Monitor banking activity and track outstanding receivables and financial obligations.
• Support budgeting, forecasting, financial analysis, and process improvements as needed.

Auction Accounting & Seller Settlements

• Ensure auction revenue and expenses are accurately recorded and reconciled across auction, payment processing, banking, and accounting systems.
• Research and resolve auction-related financial discrepancies in coordination with Sales and Operations.
• Maintain accurate records of seller payments, buyer balances, refunds, credits, and other outstanding auction activity.

Payroll Accounting & Reconciliation - Human Resources processes payroll and manages employee-related payroll information. The Accountant oversees the accounting and reconciliation of completed payroll activity.

• Ensure payroll expenses, taxes, benefits, commissions, bonuses, reimbursements, and deductions are accurately recorded.
• Review payroll accounting entries and make adjustments as needed.
• Research and resolve discrepancies in coordination with Human Resources and outside providers.
• Maintain accurate payroll accounting records and supporting documentation.

Insurance Administration

• Administer APAA’s business insurance portfolio, including policies, renewals, premiums, and Certificates of Insurance.
• Coordinate renewal applications, insurance audits, and required documentation with brokers and carriers.
• Track additions or removals of vehicles, equipment, property, and other company assets.
• Monitor upcoming renewals, premium changes, and coverage concerns for executive leadership.
• Executive leadership retains responsibility for major coverage and risk decisions; the Accountant manages ongoing insurance administration.

Purchasing, Vendors & Supplies

• Manage routine company purchasing, vendor accounts, and procurement processes.
• Coordinate department purchasing requests and maintain preferred vendors and standard products.
• Compare pricing and negotiate routine vendor pricing and terms when appropriate.
• Identify cost-saving opportunities while helping departments avoid unnecessary overstock.
• Department managers identify their operational needs; the Accountant manages the purchasing and vendor process.

Supervisory Responsibilities - This position does not currently supervise staff but guides accounting, financial controls, and purchasing. It works with executive leadership to improve company-wide financial practices. 

The Impact You’ll Make

• Keep bookkeeping current, financial records accurate, and month-end close on schedule.
• Reconcile accounts, auction proceeds, buyer payments, seller settlements, and payroll activity accurately and on time.
• Provide reliable financial reports that help leadership understand performance, cash activity, and make informed decisions.
• Manage accounts payable and receivable, purchasing, vendor activity, and financial obligations efficiently.
• Proactively manage insurance renewals, audits, and documentation.
• Identify and resolve discrepancies promptly while maintaining strong financial controls.
• Create organized, documented processes that reduce risk and support APAA’s continued growth.

Qualifications and Skills

• Required: At least five years of hands-on bookkeeping experience, including transaction entry, bank and credit card reconciliations, accounts payable and receivable, and month-end close. Accounting oversight or review alone does not meet this requirement.
• Required: Hands-on experience using QuickBooks Online as the primary bookkeeping system.
• Required: Experience with payroll systems and payroll accounting or reconciliation.
• Required: Proficiency with Google Workspace, including Google Sheets.
• Required: Valid Alaska driver’s license and ability to pass background and reference checks.
• Knowledge of bookkeeping and accounting principles, general ledger accounting, reconciliations, financial reporting, banking, cash management, and payroll accounting.
• Ability to maintain consistent bookkeeping routines, manage competing priorities and deadlines, and work independently.
• Strong analytical skills, attention to detail, discretion, and sound judgment.
• Ability to communicate clearly, work with leadership and outside financial partners, take ownership, and improve processes.
• Accounting, bookkeeping, or finance education is a plus; a bookkeeping certification is preferred.
• Experience with financial statements, merchant processors, multiple business entities, insurance administration, purchasing, or high-volume transactions is preferred.

Candidates will be asked to walk through their current or most recent bookkeeping routine and may complete a short practical exercise (e.g., a bank reconciliation) during the interview process.