Accounting Assistant

Under the supervision of the Assistant Finance Director or designee, the Accounting Assistant is a non-exempt, part-time position responsible for providing clerical, administrative, and accounting support to the Finance Department. Duties include entering prepared financial and accounting data; organizing, scanning, filing, and maintaining financial records and supporting documentation; assisting with accounts payable and accounts receivable processes; preparing routine documents and reports;

and performing general office support functions. This position also provides backup assistance to other Finance Department functions and customer service as needed. Work requires accuracy, attention to detail, organization, confidentiality, and the ability to follow established procedures and instructions.

• Assists with accounts payable processing by organizing invoices and supporting documentation, entering prepared or approved information, matching documentation, and performing other clerical processing activities as directed.
• Enters prepared financial, accounting, accounts payable, accounts receivable, and other departmental data into financial software, spreadsheets, databases, and other systems.
• Reviews entered information for completeness and accuracy and identifies discrepancies or missing documentation for review by appropriate Finance Department staff.
• Assists with preparation, organization, and distribution of checks, reports, invoices, statements, and other routine financial documents.
• Assists with accounts receivable activities, including preparation of routine invoices, organization of supporting documentation, and entry of approved information as assigned.
• Maintains financial records and supporting documentation through filing, scanning, indexing, copying, and electronic document management in accordance with established procedures.
• Assists with maintaining vendor records and obtaining W-9 forms and other required documentation.
• Organizes and prepares records and supporting documentation for audits, financial reporting, grant documentation, and other Finance Department activities.
• Assists with credit card and purchasing documentation by organizing receipts, identifying missing documentation, and preparing records for review and reconciliation.
• Performs routine mathematical calculations and compares financial documents, reports, and records to identify differences or incomplete information.
• Utilizes financial and office software to enter information and prepare routine correspondence, spreadsheets, tables, reports, labels, forms, and other documents.
• Assists with maintaining inventory of office supplies, forms, checks, and other Finance Department materials.
• Provides general administrative support including filing, scanning, copying, mailing, document preparation, record organization, and other clerical duties.
• Maintains confidentiality of financial, payroll, personnel, customer, and business information.
• Provides support to the Accounting Specialist, Utility Billing Clerks, and other Finance Department staff as assigned.
• Assists with special projects and other related duties as assigned.

• Provides customer service by answering telephones, greeting visitors, directing inquiries to appropriate staff, and providing routine information.
• Assists with accepting and processing customer payments in accordance with established procedures as assigned.
• Assists Utility Billing staff with clerical, administrative, and customer service functions during periods of increased workload or staff absence.
• Communicates with employees, departments, vendors, customers, and the public to obtain routine information or documentation.
• Assists with departmental mail, document distribution, records organization, and other general office functions.
• Provides departmental support to help ensure continuity and efficient operation of the Finance Department.
• Performs other related duties as assigned.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position.

• Valid Driver License.

Associate's degree or equivalent from two-year college or technical school; or one to two years related experience and/or training; or equivalent combination of…