Accounting Assistant – Administrative Assistant

Responsibilities

• Greet and direct clients, vendors, job applicants, delivery personnel, and visitors
• Manage incoming and outgoing mail and packages (USPS, Fed Ex, UPS), including logging and tracking shipments
• Schedule appointments, meetings, and conference rooms; coordinate catering and meeting logistics
• Maintain office resources through check-out systems
• Order and maintain office and kitchen supplies
• Oversee general kitchen operations, including dishwasher use and appliance cleanliness
• Ensure cleanliness and organization of public spaces and conference rooms
• Coordinate shipping, receiving, and return of library samples
• Serve as general administrative support to the HR Director and accounting team
• Monitor building, janitorial, and printer-related issues and coordinate with vendors as needed
• Assist with building use requests, door fob access processes, and vehicle usage logs
• Track company vehicle mileage, fuel receipts, maintenance, and cleaning schedules
• Maintain filing, archiving, and organization of contracts, billing folders, and office documentation
• Data entry and reporting for payroll, 401k and benefits processes
• Reconcile PTO balances between Ajera and BambooHR
• Support expense reporting and reimbursement processes
• Support the accounting team with projects, reconciliations, and reporting
• Attend financial and operational meetings as required
• Assist with special projects, audits, and process improvements
• Maintain front desk procedures and operational documentation
• Collaborate with other departments, including Marketing and the Library, as needed
• Perform other duties as assigned in support of firm operations

• Associate’s degree in accounting, finance, business administration, or related field, or equivalent combination of education and experience
• Minimum of 2 years of administrative and/or accounting experience (internships included)
• Strong understanding of basic accounting and payroll principles
• Excellent organizational, multitasking, and time-management skills
• Strong written and verbal communication skills
• Detail-oriented with a high level of accuracy
• Ability to work well under pressure and meet deadlines
• Process-oriented problem solver with a proactive mindset
• Demonstrates discretion and maintains strict confidentiality
• Represents the firm professionally and courteously to clients, vendors, and the community
• Commitment to professional growth and upholding the firm’s core values

• Data Entry
• Payroll Processing
• Expense Reporting
• Document Organization
• Mail Management
• Meeting Coordination
• Office Supply Management
• Accounting Software
• Reconciliation
• Logistics Coordination

• Communication Skills
• Detail-Oriented
• Problem Solving
• Multitasking
• Professionalism