Accounting Assistant

Accounting Assistant

Position Summary

We are looking for a dependable, detail-oriented Accounting Assistant to support the day-to-day operations of our Accounting Department. This role is ideal for someone who enjoys organized, process-driven work, takes pride in accuracy, and wants to build or expand their accounting experience.

The Accounting Assistant will have primary responsibility for accounts receivable and cash receipt processing, while also providing support with accounts payable, document management, data entry, and other routine accounting activities.

This is a hands-on transactional role where consistency, accuracy, organization, and follow-through matter. You will work with a high volume of financial information, maintain supporting documentation, monitor accounting communications, and help ensure transactions are processed correctly and on time.

The successful candidate will be comfortable with repetitive processes, able to spot discrepancies, willing to follow established procedures and internal controls, and interested in learning more about accounting operations over time.

What You'll Do

Accounts Receivable & Cash Receipts

A significant part of this position will focus on accurately processing customer payments and cash receipts.

You will:

• Serve as the primary processor for customer payments and cash receipts.
• Record ACH, check, credit card, lockbox, and other payment activity, as applicable.
• Prepare and process customer deposits.
• Match customer payments to outstanding invoices.
• Maintain accurate supporting documentation for deposits and cash receipts.
• Identify short payments, unidentified receipts, discrepancies, and other exceptions and route them to the appropriate team member.
• Assist with customer account research as needed.
• Prepare supporting information for deposit and cash receipt reconciliations.
• Help maintain accurate and organized customer payment records.

Accounts Payable Support

You will also provide transactional and administrative support to the accounts payable function.

Responsibilities include:

• Monitor and organize the accounts payable email inbox.
• Route invoices, statements, approval requests, and other correspondence to the appropriate team member.
• Enter invoices into the accounting system accurately and on time.
• Confirm required documentation and approvals are in place before processing.
• Assist with invoice coding and data entry according to established procedures.
• Match invoices to purchase orders, receipts, and other supporting documentation when applicable.
• Maintain organized electronic accounting records.
• Assist with vendor record maintenance and prepare vendor setup or change documentation for independent review and approval.
• Respond to routine vendor questions and escalate more complex issues appropriately.
• Assist with vendor statement reviews and follow-up.
• Support payment-processing activities by assembling documentation and completing assigned administrative steps.

General Accounting & Administrative Support

You will help keep the Accounting Department organized and operating efficiently by:

• Performing routine accounting data entry.
• Scanning, uploading, organizing, and maintaining accounting documentation.
• Maintaining accounting files in accordance with company record-retention procedures.
• Preparing routine reports and spreadsheets.
• Gathering supporting documentation for month-end close and account reconciliations.
• Providing requested documentation for audits and accounting reviews.
• Processing and distributing accounting-related mail and correspondence.
• Maintaining organized records for invoices, payments, deposits, and other transactions.
• Providing backup transactional support for accounts payable and accounts receivable as needed.
• Assisting with other accounting and administrative responsibilities as business needs arise.

Accuracy, Controls & Accountability

Because this role handles financial transactions, following established procedures and maintaining appropriate separation of duties are important parts of the job.

The Accounting Assistant will:

• Prepare and enter transactions according to established accounting procedures.
• Follow required approval processes and internal controls.
• Provide supporting documentation and schedules for reconciliations and reviews.
• Escalate unusual transactions, discrepancies, vendor changes, customer account issues, or control concerns promptly.
• Maintain appropriate confidentiality when working with company, customer, vendor, and financial information.

Transactions prepared or entered by this position may require independent approval or review. The Accounting Assistant does not independently approve sensitive vendor master changes, release vendor payments, or provide final approval for accounting adjustments when separate approval is required.

Internal Customer Service

Accounting is a service function as well as a financial one. In this role, you will regularly communicate with employees, customers, vendors, and other members of the Accounting team.

You will be expected to:

• Respond professionally and promptly to routine questions.
• Communicate clearly when documentation or information is missing.
• Direct questions to the appropriate team member when additional research or approval is needed.
• Work collaboratively with other departments to obtain information and resolve routine processing issues.
• Follow through on assigned items and communicate when an issue requires escalation.

What We're Looking For

This position may be a good fit for you if you:

• Take pride in getting the details right.
• Enjoy organized, structured, process-oriented work.
• Are comfortable performing recurring and repetitive transactional tasks.
• Can maintain accuracy even when working with a high volume of information.
• Notice when something does not look right and know when to ask questions.
• Follow procedures consistently rather than taking shortcuts.
• Manage deadlines well and reliably complete assigned work.
• Are comfortable working independently while also being part of a collaborative accounting team.
• Want to strengthen your accounting knowledge and learn additional responsibilities over time.

Qualifications

Education & Experience

• High school diploma or equivalent required.
• Associate degree, accounting coursework, or business-related education preferred.
• One to three years of experience in accounting, bookkeeping, accounts payable, accounts receivable, banking, cash application, data processing, or administrative support preferred.
• Previous experience using accounting or ERP software is preferred.
• Experience with Microsoft Excel, Outlook, and other Microsoft Office applications is preferred.

We recognize that relevant experience can come from several different backgrounds. Candidates with strong transactional, banking, bookkeeping, administrative, or data-processing experience who demonstrate accuracy and a willingness to learn are encouraged to apply.

Knowledge, Skills & Abilities

Successful candidates should demonstrate:

• Strong attention to detail and commitment to accuracy.
• Basic knowledge of accounting or bookkeeping concepts.
• Strong data-entry and organizational skills.
• Ability to follow established procedures and internal controls.
• Ability to process a high volume of transactions accurately and efficiently.
• Comfort with recurring and repetitive work.
• Strong time-management and prioritization skills.
• Clear written and verbal communication.
• Ability to identify discrepancies and escalate issues appropriately.
• Good judgment when handling confidential information.
• Dependability and the ability to meet established processing deadlines.
• Willingness and ability to learn new accounting systems and processes.

What Success Looks Like

Success in this role is not measured by making complex accounting decisions independently. It is measured by doing the fundamentals exceptionally well:

Accurate transactions. Timely processing. Organized records. Reliable follow-through. Appropriate escalation. Consistent adherence to accounting procedures and internal controls.

This position offers broad exposure to accounting operations and the opportunity to develop additional experience in accounts receivable, accounts payable, reconciliations, and general accounting responsibilities as proficiency grows and business needs evolve.

For someone who enjoys detail-oriented work and wants to build a strong foundation in accounting operations, this can be an excellent opportunity to grow.

Other Duties

This job description is intended to describe the general nature and level of work performed in this position and is not an exhaustive list of all duties, responsibilities, or qualifications. Responsibilities may be modified or expanded based on business needs.