Accounting Assistant

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

5 days ago Requisition

Salary Range: $50,940.00 To $71,676.00 Annually

Basic Function:

Under supervision of the Director of Administration, the Accounting Assistant performs a wide range of accounting and fiscal duties in support of the organization’s financial operations. The position assists with general ledger maintenance, banking, audit coordination, state claim processing, and other accounting and administrative functions. The Accounting Assistant ensures accuracy, compliance, and timely completion of financial tasks and provides support for multiple fiscal roles within the department.

Duties and Responsibilities:

• Prepare, code, enter, edit, and post manual and automated journal entries within the accounting system.
• Maintain the General Journal and subsidiary ledgers, ensuring accuracy and completeness.
• Reconcile and balance general ledger accounts and assist with year-end closing procedures.
• Coordinate with the Controller to reconcile physical inventory records from the inventory database to the general ledger equipment purchases.
• Maintain and update the Chart of Accounts and related documentation.
• Monitor and reconcile general ledger receivables and payables; research and resolve discrepancies.
• Provide analytical support and assistance with budget and financial reporting activities.

State Claim

• Prepare and post manual journal entry adjustments as needed for state claims.
• Reconcile and process the monthly state claim, ensuring accuracy and compliance with reporting requirements.
• Verify and submit monthly claim reports and maintain up-to-date reconciliation spreadsheets.
• Prepare manual adjustments and reconcile claim data to the general ledger.

Banking

• Prepare and reconcile monthly bank reconciliations for all accounts.
• Process and verify electronic transfers, including check issue files and direct deposit transactions.
• Conduct research on outstanding or stale-dated checks, authorize stop payments, and document resolutions.
• Review and monitor daily cash management activity and ensure balances align with issued checks and deposits.
• Update/Maintain agency signature cards.
• Assist in processing transactions such as bank wires.
• Notify supervisor of balance variances or irregularities.
• Serve as the primary bank liaison in the absence of the Director of Administration or their designee.
• Maintain security and control of check stock and canceled checks.

Audits

• Coordinate the preparation of audit materials and maintain detailed audit logs.
• Serve as the main point of contact for auditors in the absence of the Director of Administration or designee.
• Provide DDS inventory auditors with general ledger information and supporting documentation as needed.

Grants, Contracts, and Budget

• Assist with the setup, monitoring, and compliance tracking of grants and special contracts.
• Track and reconcile revenues and expenditures to ensure alignment with approved budgets.
• Assist with the preparation of financial analyses and budget reports.

Accounting and Clerical Support

• Provide administrative and accounting assistance to the Director of Administration, Fiscal Monitor/Controller, and other fiscal staff as needed.
• Provide guidance and support to the Accounts Payable Assistant as needed, and report any issues or discrepancies to the supervisor to help maintain smooth workflow and continuity
• Maintain organized filing systems and fiscal records, including digital and physical documents.
• Process mail, copying, and other clerical functions to support departmental efficiency.
• Assist with special projects, perform accounting research, and prepare financial or statistical reports as requested.
• Support overall fiscal operations to ensure smooth departmental workflow and compliance with internal procedures.

Other Duties

• Provide backup support for fiscal operations, including check issuing, accounts payable invoice processing, and journal entry posting
• Maintain accurate fiscal documentation, spreadsheets, and records.
• Perform other related duties as assigned to support the effectiveness and integrity of fiscal operations.

Knowledge of:

• Basic and intermediate accounting principles, preferably with some experience in government or fund accounting.
• General understanding of financial reporting, budgeting, and reconciliation processes.
• Familiarity with computerized accounting systems, spreadsheets, databases, and standard…