Accounting Administrative Assistant

SUMMARY:

Provides administrative and accounting support to the Accounting Department by assisting with accounts payable and accounts receivable transactions, basic accounting tasks, report preparation, and office coordination. Handles routine communications with internal and external stakeholders, maintains organized records, and supports accurate, timely, and compliant accounting operations in accordance with Company policies and procedures.

DUTIES AND RESPONSIBILITIES Accounting Department Support Provide general support to the Accounting Department across accounts payable, accounts receivable, and general accounting functions.

Assist with processing accounts payable and/or accounts receivable transactions, including related clerical and documentation tasks.

Assist with general accounting duties, including resolving routine discrepancies and maintaining accurate records.

Assist in preparing financial reports and supporting schedules as directed.

Administrative & Office Support Perform basic office and administrative tasks, including filing, data entry, answering phones, and processing incoming and outgoing mail.

Maintain organized electronic and physical accounting files in accordance with Company recordkeeping standards.

Provide administrative support related to accounting workflows, documentation, and departmental coordination.

Communication & Customer/Vendor Support Handle overflow communications with internal and external clients, vendors, or customers via phone, email, and/or in person.

Route inquiries appropriately and follow up as needed to support timely resolution of issues.

Maintain professional, courteous, and effective communication with all stakeholders.

Reporting & Documentation Support Assist with compiling, organizing, and distributing accounting and financial reports.

Support documentation and filing requirements for accounting transactions and processes.

Problem Resolution & Accuracy Assist in identifying and resolving routine discrepancies related to accounting transactions.

Ensure work is performed accurately and in accordance with established procedures and internal controls.

Projects & Other Duties Perform ad hoc duties as assigned related to accounting and administrative tasks.

Support special projects within the Accounting Department as needed.

COMPETENCIES Problem Solving Identifies and resolves problems in a timely manner;
Gathers and analyzes information skillfully;
Develops alternative solutions;
Works well in group problem solving situations;
Uses reason even when dealing with emotional topics.

Customer Service Manages difficult or emotional customer situations;
Responds promptly to customer needs;
Solicits customer feedback to improve service;
Responds to requests for service and assistance;
Meets commitments.

Oral and Written Communication Speaks and writes clearly and persuasively in positive or negative situations;
Listens and gets clarification;
Responds well to questions;
Demonstrates group presentation skills;
Participates in meetings. Edits work for spelling and grammar;
Varies writing style to meet needs;
Presents numerical data effectively;
Able to read and interpret written information.

Ethics Treats people with respect;
Keeps commitments;
Inspires the trust of others;
Works with integrity and ethically;
Upholds organizational values.

Judgment Displays willingness to make decisions;
Exhibits sound and accurate judgment;
Supports and explains reasoning for decisions;
Includes appropriate people in decision-making process;
Makes timely decisions.

Professionalism Approaches others in a tactful manner;
Reacts well under pressure;
Treats others with respect and consideration regardless of their status or position;
Accepts responsibility for own actions;
Follows through on commitments.

Adaptability Adapts to changes in the work environment;
Manages competing demands;
Changes approach or method to best fit the situation;
Able to deal with frequent changes, delays, or unexpected events.

QUALIFICATIONS:

Proficiency with MS Office Suite, specifically MS Excel, and ERP systems.

Exceptional time management, verbal, and written communication skills.

Familiarity with basic accounting principles.

Professional manners and a strong ethical code.

Ability to multitask and remain motivated and positive.

Commitment to working efficiently and accurately.
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