Accounting Administrative Assistant

Accounting Administrative Assistant

The Accounting Administrative Assistant plays a crucial role in supporting the accounting department by managing day-to-day administrative and clerical tasks that ensure smooth financial operations. This position is responsible for maintaining accurate financial records, assisting with invoice processing, and coordinating communication between internal teams and external vendors. The role requires meticulous attention to detail to help prepare financial reports and support month-end and year-end closing activities. The Accounting Administrative Assistant will also help streamline accounting processes by organizing documentation and maintaining filing systems. Ultimately, this position contributes to the overall efficiency and accuracy of the accounting function, enabling timely and compliant financial management.

Minimum Qualifications:

• High school diploma or equivalent required; Associate's degree in Accounting, Finance, or related field preferred.
• Proven experience in an administrative or clerical role, preferably within an accounting or finance environment.
• Proficiency in Microsoft Office Suite, especially Excel and Word.
• Basic understanding of accounting principles and financial terminology.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.

Preferred Qualifications:

• Experience with accounting software such as QuickBooks, SAP, or Oracle.
• Familiarity with accounts payable and accounts receivable processes.
• Excellent written and verbal communication skills.
• Ability to work independently and collaboratively within a team.
• Prior experience supporting month-end and year-end financial close processes.

Responsibilities:

• Assist with processing invoices, expense reports, and purchase orders accurately and timely.
• Maintain and organize financial documents, records, and filing systems both electronically and physically.
• Support the preparation of financial reports by gathering and verifying data as requested by the accounting team.
• Coordinate communication with vendors, clients, and internal departments to resolve billing and payment inquiries.
• Help track accounts payable and receivable to ensure timely payments and collections.
• Assist with month-end and year-end closing activities by preparing necessary documentation and reports.
• Perform general administrative duties such as scheduling meetings, managing calendars, and handling correspondence for the accounting department.

The required skills such as proficiency in Microsoft Office and a basic understanding of accounting principles are essential for managing daily tasks like data entry, document organization, and report preparation. Strong organizational skills enable the assistant to efficiently handle multiple responsibilities and maintain accurate financial records. Preferred skills, including familiarity with accounting software, enhance the ability to process invoices and track payments more effectively. Communication skills are used daily to liaise with vendors and internal teams, ensuring clarity and resolution of financial inquiries. Together, these skills support the smooth operation of the accounting department and contribute to accurate and timely financial management.