Accounting Assistant

The Accounting Assistant plays a key role in supporting the company's financial operations, with primary responsibility for Accounts Payable and Accounts Receivable processing. This position ensures accurate, timely processing of invoices, payments, deposits, and reconciliations, while maintaining well-organized financial records and supporting the Assistant Controller.

This role is well suited for a detail-oriented accounting professional who works independently, exercises sound judgment, and takes pride in maintaining accurate and efficient processes.

Key Responsibilities

Accounts Payable

• Review, verify, and process PO and non-PO invoices in accordance with company policies
• Independently manage weekly check runs and ACH payments with a high level of accuracy
• Track and reconcile employee and independent sales representative commission payments
• Prepare and maintain accounts payable reports and supporting documentation
• Resolve purchase order discrepancies and vendor inquiries
• Train employees on company credit card policies and Expensify procedures
• Collect, review, and reconcile corporate credit card statements
• Maintain detailed AP records electronically using DocLink
• Monitor and manage subscription activity for established vendor accounts
• Perform all functions related to Accounts Payable processing and maintenance

Accounts Receivable

• Prepare and process daily remote check deposits
• Perform daily bank downloads and reconciliations
• Respond to AR inquiries and provide internal and external support as needed
• Process W-9 and related customer documentation requests
• Reconcile monthly total sales with AvaTax
• Provide daily deposit updates to the Treasurer and Chief Administrative Officer
• Complete new vendor setup requests as required

Provide backup support for other accounting functions as needed

Qualifications & Requirements

• 5+ years of related experience in a similar accounting role
• 5+ years of experience using business management or accounting software
  (SAGE 100 strongly preferred)
• Proficiency in Microsoft Word, Excel, and Outlook
• Strong organizational and time-management skills
• Clear and professional verbal and written communication skills
• Excellent attention to detail, accuracy, and efficiency
• Strong problem-solving and research skills related to vendor and internal inquiries
• Ability to manage multiple priorities and meet deadlines independently

Additional Characteristics

• Self-motivated, well-organized, and detail-oriented
• Professional, customer-service focused demeanor
• Collaborative and flexible team player
• Demonstrated ability to work effectively with all levels of management, employees, clients, and vendors
• Proven discretion in handling confidential and sensitive financial information