Accounting/Admin Assistant

ESSENTIAL DUTIES:

The preceding duties are examples of the types of work performed by employees assigned to this job classification. Management reserves the right to add, modify, change or rescind work assignments and to make reasonable accommodations as needed.

We are seeking a detail-oriented and organized Accounting Assistant to join our team. This entry-level position provides support to the accounting department by performing various clerical and administrative tasks. The ideal candidate has a strong work ethic, excellent numerical skills, and a willingness to learn. The individual must be able to perform the essential functions of the position satisfactorily. The requirements listed below are representative of the knowledge, skills and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties. The following are the necessary duties to be performed:

• Enter and update data accurately in QuickBooks.
• Issue and process purchase orders, and maintain organized records of POs, quotes, invoices, receipts, and payment documentation.
• Research and secure at least two competitive bids for all repairs and orders to ensure cost-effectiveness.
• Review, verify, and process invoices for payment in a timely manner.
• Communicate with vendors to address payment inquiries and resolve discrepancies.
• Assign accurate codes to invoices, vouchers, expense reports, check requests, and other financial documents for proper entry into the financial system, adhering to standard procedures.
• Prepare, print, obtain signatures, and mail payment checks to vendors.
• File copies of checks and invoices into vendor-specific folders for accurate record-keeping.
• Support the reconciliation of all accounts payable transactions.
• Review and approve payment requests, ensuring they comply with company policies.
• Reconcile payroll bank accounts and ensure accuracy.
• Post bank deposits in QuickBooks, ensuring all entries are accurate.
• Select invoices for payment in accordance with payment schedules.
• Maintain files and documentation in compliance with company policy and accepted accounting standards.
• Monitor and manage email correspondence related to accounts payable matters.
• Assist in preparing reports and supporting month-end closing activities.
• Provide support to the Accounting Department with tasks such as Accounts Receivable, Billing, Bank Statement reconciliation, Office supply ordering and inventory and Collection calls as needed.
• Update and maintain DMV folders with current licensing and registration information.
• Represent the company professionally in all interactions with staff, customers, consumers, and other stakeholders.
• Responsible for processing the Enclave/Group Billing for Business Customers accurately.
• Safeguard sensitive information and maintain confidentiality at all times.

ADDITIONAL DUTIES:

• Performs other duties as assigned.
• Works independently and as a team.

EDUCATION/EXPERIENCE:

Two (2) years of experience in accounting. Experience working with non-profit organizations is desirable. Associate’s degree in Accounting or a related field, and/or certificate in Accounting.. Knowledge of accounts payable and accounts receivable processes. Must have experience working in Quickbooks, and be proficient in Microsoft Excel. Excellent communication and interpersonal skills, proficient in reading, writing, grammar, and mathematical skills. Valid California driver’s license and driving record acceptable to the insurance company.

SKILLS, KNOWLEDGE AND ABILITIES:

Strong attention to detail to spot discrepancies and errors in financial records and documents. Be highly organized to manage multiple tasks, ensure accurate record-keeping, and meet deadlines. Time management skills are crucial for prioritizing tasks and ensuring timely payments. Effective communication is necessary for liaising with vendors, internal departments, and other stakeholders. Have problem-solving abilities to resolve payment discrepancies and vendor inquiries. Proficiency in data entry and accounting software, such as QuickBooks is essential. A solid understanding of basic accounting principles, accounts payable procedures, and vendor management is needed to efficiently handle the full accounts payable cycle, including invoice processing, purchase orders, and payment schedules. Ability to multitask without sacrificing accuracy is critical for ma…