Accounting Assistant

Job Title:

Accounting Assistant

Job Description

This Accounting Assistant role supports the accounts payable function by processing distributor bill backs for monthly promotions, validating supporting documentation, and ensuring accurate and timely invoice payments. The position requires strong attention to detail, advanced Excel skills, and frequent communication with the sales team and distributors to clarify promotions and resolve discrepancies. You will work with SAP and other accounting technology systems in a corporate headquarters environment and contribute to special projects as needed.

Responsibilities

+ Process invoices for payment accurately and in a timely manner.

+ Validate, code, and perform data entry for distributor bill backs related to monthly promotions.

+ Validate and analyze backup reports against invoices and promotion details to ensure accuracy.

+ Research and obtain missing backup documentation for claims, such as promotion agreements and chain alerts.

+ Code promotions correctly on invoices to align with promotional programs and accounting standards.

+ Enter data into SAP and other accounting systems with a high degree of accuracy.

+ Contact distributors and regional representatives to gather additional information or clarify missing backup documentation.

+ Process revisions to invoices or claims when required and ensure changes are properly documented.

+ Train distributors on bill back submission procedures when needed to improve accuracy and efficiency.

+ Answer phone calls and respond to emails from the sales team and internal stakeholders in a professional and timely manner.

+ Organize and maintain filing systems alphabetically, numerically, and by receipt date, including physical filing of documents.

+ Perform filing tasks that may involve frequent walking to filing cabinets located elsewhere in the building, as well as bending and occasional heavy lifting.

+ Support and participate in special ad hoc projects assigned by leadership, contributing analytical and organizational skills.

+ Manage time effectively to handle multiple tasks and deadlines within the accounts payable function.

+ Maintain a high level of accuracy and minimal error rates in all accounting and data entry activities.

Essential Skills

+ Bachelor's degree required.

+ 1 year of experience in accounting.

+ Prior accounts payable (AP) experience with a strong accounting background.

+

Experience with auditing or completion of accounting classes that support an understanding of financial controls.

+ Minimum of 1 year of experience working with accounting technology systems.

+ Proficiency in SAP or similar ERP systems, with SAP experience considered a plus.

+ Super-user level proficiency in Microsoft Excel, including VLOOKUP and Pivot Tables, with the ability to pass an Excel power user assessment.

+ Strong proficiency in Microsoft Outlook for email and calendar management.

+ Strong computer skills, including the ability to create folders, manage files, and navigate multiple windows and applications.

+ Fast and accurate typing skills and 10-key proficiency, with the ability to provide test scores if requested.

+ Exceptional attention to detail and a commitment to maintaining minimal error rates.

+ Strong analytical and comprehension skills for reviewing backup reports, invoices, and promotional documentation.

+ Clear and effective verbal and written communication skills for interacting with distributors, sales teams, and internal partners.

+ Ability to learn quickly and adapt to new systems, processes, and requirements.

+ Demonstrated self-motivation and initiative in managing tasks and resolving issues.

+ Strong organizational skills and the ability to maintain orderly records and documentation.

+ Effective time management skills with the ability to prioritize tasks and meet deadlines.

+ Flexibility to work overtime when required to meet business needs.

Additional

Skills & Qualifications

+ College degree (AA or higher) in Accounting, Finance, or a related field is preferred but not required with applicable experience.

+ Experience training others, such as distributors, on billing or submission processes.

+ Customer service experience, especially in an accounting or accounts payable environment.

+

Experience with reporting and data analysis using Excel and accounting systems.

+ Comfort working with multiple stakeholders, including sales teams, distributors, and internal departments.

+ Demonstrated ability to work independently while also collaborating effectively with a broader team.

+ Willingness to participate in special projects and ad hoc assignments as business needs evolve.

Work Environment

This role is based in a corporate headquarters office environment. You will work primarily at a computer using SAP, Microsoft Excel, Outlook, and other accounting technology systems to process invoices, bill backs, and related documentation. The position involves both desk-based work and physical activity, including frequent walking to filing cabinets located on the…