Accounting Administrative Assistant

Job Description

Job Description

The Accounting Administrative Assistant supports the organization’s day-to-day accounting and general office operations. Responsibilities include processing and reconciling daily deposits, maintaining financial documentation, assisting with bank and credit card reconciliations, month-end close, audits, financial reporting, in-kind donation tracking, and paper and electronic recordkeeping. The position also assists with incoming mail, office supplies, special events, and fundraising activities. This role requires strong attention to detail, organization, sound judgment, and the ability to maintain confidentiality when handling sensitive financial and organizational information.

1. Retrieve, sort, and distribute incoming mail daily.

2. Prepare, process, and reconcile daily bank deposits, including cash, checks, remote check deposits, and supporting financial reports; identify and report discrepancies as needed.

3. Collect, organize, and maintain deposit records, bank statements, credit card receipts, and other financial documentation in accordance with organizational recordkeeping procedures.

4. Transport bank deposits for HSSC and Happy Tails to the designated financial institution.

5. Assist with bank and credit card reconciliations by preparing and organizing supporting documentation.

6. Scan, electronically file, and maintain invoices, financial records, and administrative documents to ensure accurate record retention and accessibility.

7. Assist with month-end close, audits, and financial reporting by preparing accounting files and supporting documentation.

8. Process, track, and maintain documentation related to in-kind donations and donated goods and services, ensuring accurate records for reporting and audit purposes.

9. Maintain organized paper and electronic filing systems, including records retention and document archiving.

10. Assist with office operations, including ordering and stocking office supplies and providing administrative support for special events and fundraising activities.

11. Maintain the highest level of confidentiality when handling sensitive financial, personnel, and organizational information.

12. Perform other related duties of a comparable nature as assigned.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.