Accounting Assistant

Job Description

Job Description

Please Note: This is an on-site position based in Round Rock, TX. We are seeking candidates who currently reside in the local area. Relocation assistance and remote work are not available for this role.

Core Purpose: To ensure the accuracy, timeliness, and reliability of the company’s accounts receivable and accounts payable functions while supporting the Accounting Manager in maintaining strong financial controls, clean records, and efficient accounting operations. This role protects company cash flow, vendor relationships, customer account accuracy, and financial reporting integrity by ensuring invoices, payments, collections, reconciliations, and supporting documentation are processed correctly and on time. 

Requirements & Qualifications

• 3–5 years of experience in AP, AR, billing, cash application, collections support, or transactional accounting.
• Experience entering, coding, approving, and preparing vendor invoices for payment.
• Experience issuing customer invoices, applying payments, monitoring aging, and resolving billing or payment discrepancies.
• Ability to reconcile vendor statements, customer accounts, credit card activity, cash activity, or assigned balance sheet accounts.
• Prior experience supporting month-end close through reconciliations, schedules, documentation, or transaction cleanup.
• Experience using an ERP or accounting software system; NetSuite experience is strongly preferred .
• Proficiency with Microsoft Excel, including sorting, filtering, basic formulas, and reconciliation support.
• Strong attention to detail and ability to maintain accurate, organized, audit-ready documentation.
• Professional communication skills with vendors, customers, and internal departments.
• Ability to manage recurring deadlines and follow up on open issues with limited supervision.
• High school diploma or equivalent required; associate degree or accounting-related coursework preferred.

Outcomes Required (12-Month Definition of Success)

• Accounts payable invoices are entered, approved, and paid accurately and on schedule.
• Accounts receivable invoices are issued accurately and in a timely manner.
• Customer payments are applied correctly with minimal unapplied cash or posting errors.
• AR aging is actively monitored, with collections support keeping outstanding balances within company targets.
• Vendor statements, customer accounts, and assigned balance sheet accounts are reconciled consistently.
• Month-end close support is completed accurately and within required deadlines.
• Accounting records in NetSuite are clean, organized, and supported by proper documentation.
• Internal stakeholders, vendors, and customers receive timely and professional support on billing, payment, and account questions.
• AP and AR processes improve through better documentation, follow-up discipline, and use of NetSuite workflows.

Key Accountabilities, Continuous Improvement & Standards:

Accounts Payable Processing

• Receive, review, code, and enter vendor invoices accurately and on time.
• Route invoices for proper approval according to company policy.
• Prepare vendor payments, including checks, ACH, wire, and credit card payments as applicable.
• Maintain accurate vendor records, including W-9s, payment terms, and contact information.
• Reconcile vendor statements and resolve discrepancies in a timely manner.
• Ensure AP documentation is complete, organized, and audit-ready.

Accounts Receivable Processing

• Prepare and issue customer invoices accurately and on schedule.
• Apply customer payments to the correct accounts and invoices.
• Monitor customer balances and follow up on past-due invoices.
• Support collections activity through professional customer communication.
• Research and resolve billing discrepancies, short payments, credits, and unapplied cash.
• Maintain accurate customer records and supporting documentation.

Reconciliations & Month-End Support

• Assist the Accounting Manager with month-end close activities.
• Reconcile assigned AP, AR, cash, credit card, or balance sheet accounts.
• Identify and resolve transaction discrepancies before close deadlines.
• Provide supporting schedules and documentation for financial reporting.
• Help ensure the monthly close is completed accurately and on time.

NetSuite Data Accuracy & Process Discipline

• Maintain accurate AP and AR transaction records in NetSuite.
• Follow established workflows for approvals, coding, posting, and payment processing.
• Identify opportunities to improve efficiency, accuracy, and documentation.
• Assist with NetSuite cleanup, process automation, and reporting improvements.
• Escalate system, process, or control issues to the Accounting Manager promptly.

Internal Controls & Compliance

• Follow company policies for invoice approvals, payment authorization, customer billing, and cash application.
• Maintain confidentiality of financial, customer, and vendor information.
• Help ensure transactions comply with company accounting standards and internal control requirements.
• Report unusual activity, discrepancies, or potential financial risks to the Accounting Manager.
• Support the credit approval process through preliminary customer screening, verification, and risk assessment. Support audit preparation by providing documentation and transaction support.

Stakeholder, Vendor & Customer Support

• Respond professionally and promptly to vendor, customer, and internal inquiries.
• Partner with operations, purchasing, sales, and leadership teams to resolve invoice or payment issues.
• Communicate clearly about missing approvals, billing questions, payment status, or account discrepancies.
• Maintain a service-oriented approach while protecting accounting accuracy and control standards.
• Monitor adherence to approved customer credit terms.
• Validate and maintain resale certificates and or tax-exempt certificates

Values & Behaviors What "Living the Values" Looks Like in This Seat

• Demonstrates accuracy, integrity, and accountability in every transaction.
• Treats company, vendor, and customer financial information with strict confidentiality.
• Follows through on invoices, approvals, reconciliations, and open issues without being reminded.
• Communicates professionally with vendors, customers, and internal team members.
• Shows strong attention to detail and catches errors before they become financial reporting issues.
• Maintains organized records and audit-ready documentation.
• Works collaboratively with the Accounting Manager and other departments to solve problems.
• Takes ownership of improving AP and AR processes, not just completing tasks.
• Uses NetSuite consistently and accurately as the source of truth.
• Escalates issues early when something appears incorrect, unusual, or outside policy.

Seat Summary What This Seat Is Really Responsible For

The Accounting Assistant is responsible for keeping the company’s payables, receivables, customer accounts, vendor records, and transaction documentation accurate, current, and well-controlled. This seat supports the Accounting Manager by ensuring invoices are processed correctly, payments are made on time, customer collections are monitored, cash is applied accurately, and reconciliations are completed with discipline. When performed effectively, this role strengthens cash flow, reduces accounting errors, protects vendor and customer relationships, and helps ensure leadership can trust the company’s financial information.