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.

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.

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.

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 elevate more complex issues appropriately.
• Assist with vendor statement reviews and follow-up.
• Support payment-processing activities by assembling documentation and completing assigned administrative steps.

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.

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…