Accounting Assistant – Accounts Payable

For over twenty years, Martis Camp has set the standard for extraordinary private community living in the Tahoe region. It’s a place where families and friends come together to enjoy an unmatched mountain lifestyle—surrounded by breathtaking scenery, enriched by world‑class amenities, and grounded in an authentic sense of community.

Nestled in the heart of Truckee, California, Martis Camp features an exceptional collection of amenities, including the iconic Camp Lodge, Family Barn, Beach Shack, Lost Library, and a stunning Tom Fazio–designed golf course. The Club provides a four-season experience with recreation, dining, wellness, and outdoor adventure woven into every aspect of daily life. Martis Camp isn’t just a place to work, it’s a place to belong, contribute, and be part of something truly remarkable.

The Accounting Assistant – Accounts Payable provides transactional and administrative support to the Senior Accountant, Accounts Payable Operations, and the Assistant Controller. This position assists with invoice entry, documentation review, approval follow‑up, vendor record maintenance, routine vendor communication, payment‑batch preparation, statement research, recordkeeping, and other accounting support activities. The Accounting Assistant supports the accounting department’s activities for Martis Camp Club (MCC), Martis Camp Community Association (MCCA), and Martis Camp Foundation (MCF).

The Accounting Assistant follows established accounts payable procedures and internal controls and helps ensure that invoices and vendor information are complete, accurate, and processed in a timely manner. The position supports the use of Ottimate and Jonas by monitoring workflow queues, assisting managers with routine questions, and escalating system, coding, payment, or compliance issues to the Senior Accountant. The Accounting Assistant works closely with the Senior Accountant, Accounts Payable Operations, and reports to the Assistant Controller.

This position performs assigned duties in accordance with established procedures and escalates unusual transactions, vendor concerns, system issues, and accounting questions to the Senior Accountant or Assistant Controller. The position requires strong organizational skills, attention to detail, professional customer service, and the ability to manage multiple priorities while maintaining confidentiality and accuracy. The Accounting Assistant does not independently authorize payments, approve vendor banking changes, establish accounting policies, determine tax treatment, submit regulatory filings, or approve their own work.

This is a full‑time on‑site accounting position requiring a standard 40‑hour workweek, Monday through Friday, with occasional scheduled overtime as necessary to meet departmental deadlines and organizational needs. This is not a remote or hybrid position.

• Enter and process invoices for MCC, MCCA, and MCF using established procedures
• Confirm that invoices contain appropriate supporting documentation and evidence of departmental approval
• Route invoices through Ottimate and follow up with managers regarding incomplete or unapproved invoices
• Identify apparent duplicate invoices, missing information, or unusual items and refer them to the Senior Accountant
• Prepare preliminary weekly payment batches and supporting reports for review and approval
• Post recurring invoices and payment transactions based on approved schedules
• Maintain organized electronic AP records and supporting documentation
• Respond professionally to routine vendor inquiries regarding invoice receipt and payment status
• Escalate vendor disputes, account holds, pricing disagreements, or other significant issues
• Compare vendor statements to AP records; research missing invoices, unapplied credits, discrepancies, and open balances; and refer unresolved or significant items to the Senior Accountant or Assistant Controller
• Maintain the check register and payment documentation as directed

• Obtain and maintain required vendor documentation, including W‑9 forms, certificates of insurance, and…