Accounting Administrative Assistant

Job Summary

The Accounting Administrative Assistant provides both office administrative support and accounting support to ensure smooth daily operations. The primary role of the Accounting Administrative Assistant is to act as support for the Business Office. The daily activities of an accounting administrative assistant may include answering the telephone, sending and responding to e-mail, assisting visitors, distributing the mail, filing and labeling, scanning documents and making photocopies. In addition, the accounting administrative assistant duties may include working on special projects and assisting with accounting tasks such as financial documents, compiling financial records, posting journal entries, reconciling accounts among others. The accounting administrative assistant needs to be skilled in mathematics, communication, time management and have strong attention to detail.

Essential Functions and Tasks:

Administrative Support:

• Provide general administrative support to the office and accounting department.
• Answer and direct phone calls, emails, and other correspondence in a professional manner.
• Schedule meetings, maintain calendars, and coordinate conference rooms and logistics.
• Prepare, format, and distribute correspondence, reports, and internal documents.
• Maintain organized electronic and paper filing systems.
• Order and manage office supplies; coordinate with vendors and service providers as needed.
• Assist with onboarding paperwork, document collection, and internal communications.
• Support office events, meetings, and departmental activities.
• Maintain confidentiality of employee, financial, and company information.
• Perform other general administrative duties as assigned.

Accounting Support:

• Assisting with the processing of invoices and payments.
• Handling cash, including counting money and making bank deposits. Entering data into the accounting software.
• Reconciling accounts and other accounting records as required.
• Assisting with accounts payable and accounts receivable processes.
• Assisting with billing.
• Data entry of purchase orders
• Assisting with credit card expense report review process.

Required Qualifications

• High school diploma or equivalent required; associate degree in accounting, business administration, or a related field preferred.
• 1–3 years of experience in an administrative and/or accounting support role preferred.
• Basic understanding of accounting principles and financial terminology.
• Proficiency in Microsoft Office (Excel, Word, Outlook).
• Strong organizational skills with excellent attention to detail.
• Ability to prioritize tasks and manage multiple responsibilities.
• Strong written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Perform other general accounting duties as assigned.

Preferred Skills and Competencies

• Experience with accounting or ERP systems (e.g., QuickBooks, SAP, Oracle, NetSuite).
• Familiarity with accounts payable and accounts receivable functions.
• Strong time-management and problem-solving skills.
• Ability to work independently and collaboratively in a team environment.
• Willingness to learn and adapt to changing priorities.

Work Environment & Physical Requirements

• Office-based role with prolonged periods of sitting and computer use.
• Occasional lifting of files or office materials (up to 20 lbs).

Pay: $23.08 - $25.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person