Accounting Assistant

Qualifications

Required Experience and Education

Minimum 5 years of experience in an accounting-related role or department and/or an associate's degree in accounting.
Demonstrated experience handling sensitive and confidential information.
Strong working knowledge of Microsoft Office, particularly: Excel (including Pivot Tables, formulas, and charts), Word and PowerPoint
Strong attention to detail and organizational skills
Valid Drivers License with a favorable driving record and ability to maintain company operators permit
 

Preferred Experience

Experience using Concur Expense software.
Experience with Deltek ComputerEase (preferred but not required).
Experience in the construction industry is a plus.
Payroll processing experience is a plus.
 

Work Environment & Expectations

This position plays a key role in supporting leadership and accounting operations during a period of organizational transition.
The role requires flexibility, initiative, and the ability to work independently while collaborating closely with management and Accountant.
Professionalism, discretion, and reliability are essential.
Ability to work in office a minimum of three days per week.
Ability to run occasional company errands

Responsibilities

Accounts Payable (AP)

Process vendor invoices and match to purchase orders and receipts
Verify invoice accuracy, coding, and approvals
Prepare and schedule payments (checks, ACH, wires)
Maintain vendor files and payment records
Reconcile vendor statements and resolve discrepancies
Respond to vendor inquiries regarding payments
Track due dates to ensure timely payments
Assist with AP month-end closing and reporting to support audits and reviews
Reconcile employee expense reports, including review for policy compliance.
Assist with drafting, updating, and maintaining expense, travel, and accounting-related policies and procedures.
Act as a gatekeeper for the company accountant and select managers, helping prioritize requests and manage workflow.
Handle confidential and sensitive information with discretion and professionalism.
Support leadership with special projects, reporting, and coordination as needed.
Help ensure consistency and compliance as accounting and administrative processes are brought in-house.
 

Accounts Receivable (AR)   

Generate and send customer invoices
Post customer payments and apply to accounts accurately
Monitor aging reports and follow up on past-due accounts
Research and resolve billing discrepancies
Maintain customer account records
Prepare AR reports and summaries
Assist with sales and use tax preparation, filings, and documentation. Assist with cash application and daily deposits
Communicate with customers regarding payment status
 

Payroll

Assist with payroll processing on scheduled pay cycles
Collect and verify timesheets and attendance records
Ensure accurate data entry of wages, deductions, and benefits
Maintain employee payroll records and confidentiality
Respond to employee payroll questions
Assist with payroll tax filings and compliance reporting
Support year-end payroll activities (W-2s, audits, etc.)
Reconcile payroll reports to general ledger