Accounting Assistant

Job Summary:

The Accounting Assistant will work directly with the Accounting Manager and Controller to perform a variety of accounting functions. You will thrive in a dynamic environment, juggling multiple deadlines while maintaining a keen eye for detail. Additionally, the individual will assist in database/record management and various administrative functions.
 

Essential Duties and Responsibilities:

Accounts Payable (Primary Focus)

• Review, code, and enter vendor invoices into the accounting system (e.g., QuickBooks and NetSuite)
• Match invoices to purchase orders to ensure proper authorization and pricing accuracy
• Prepare invoice batches for approval and payment processing, including managing payment methods (checks, ACH, etc.)
• Maintain and update vendor records, including contact details and payment terms
• Reconcile vendor statements to ensure timely and accurate payments
• Maintain organized electronic and physical files for AP records

Accounts Receivable (Backup Support)

• Generate and send customer invoices, ensuring accuracy in billing details and payment terms
• Record and apply customer payments, including checks, credit cards, and other forms of payment
• Assist with reviewing and reconciling AR balances to resolve discrepancies

General Accounting & Administrative Support

• Reconcile AP and AR accounts regularly to ensure accuracy
• Assist with document organization, filing, and maintaining accounting records
• Manage general office administrative tasks such as ordering supplies and managing emails
• Perform other duties as assigned by the Accounting Manager, Controller, or President

The requirements listed below are qualifications necessary to perform the job.

Education and Experience

Required: High school diploma/GED equivalent from an accredited institution and one (1) year of bookkeeping, office administrator, or related role.

Preferred: Knowledge of bookkeeping and basic accounting procedures. CRM experience, preferably NetSuite.

Knowledge, Skills, or Abilities

• High degree of integrity and confidentiality when handling sensitive financial information
• Accuracy and excellent attention to detail in data entry and financial reporting
• Capacity to prioritize tasks, manage time effectively
• Strong communication and interpersonal skills
• Possess professional written and oral communication skills
• Proficiency in Microsoft Office Suite, including Excel

Physical Requirements

Listed below are key points regarding the environmental and physical demands of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

• Remaining in a stationary position, often standing or sitting for prolonged periods, most of workday;
• Repeating motions that may include the wrists, hands, and/or