Accounting Assistant

Roles and Responsibilities

• Assist Chief Financial Officer in collecting and distributing financial data to support monthly invoicing.

• Track and file subcontractor W-9 and insurance certificates.

• Track and file client and vendor contracts and subcontracts.

• Set up new projects in both QuickBooks and Replicon using established project setup methods and procedures.

• Assist with other accounting support tasks as requested.

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Required Skills

Finance ­‒ Considerable knowledge and experience using QuickBooks for professional services accounting. Knowledge of basic bookkeeping procedures. Familiarity with finance regulations.

• Understanding of accounting data entry and processes including management of accounting ledgers, chart of accounts, payroll systems (support to ADP), and vendor invoicing and tracking.

• Ability to perform arithmetic, algebraic, and statistical applications. Ability to employ economic and accounting principles and practices in the analysis and reporting of data.

• Enter financial transactions into internal databases.

• Manage employee expense reports and reimbursements.

• Maintain digital and physical financial records, and financial transactions into our internal databases and reconciling invoices (paid and track invoice aging).

• Prepare bank deposits.

• Good math skills and the ability to spot numerical errors.

• Maintain strict confidentiality at all times on matters pertaining to company financial data.

 

Project Administration ­‒ Assist Project Manager with preparation of draft invoices to meet client requirements.

• Reconcile subcontractor invoices and identify discrepancies.

• Proof invoices to assure accuracy. Maintain accounting invoice and subcontractor invoice database.

 

Customer Service ­‒ Considerable knowledge of principles and processes for providing customer service. This includes setting and meeting quality standards for services, and evaluation of customer satisfaction.

 

Coordination of Work ­‒ Ability to establish and implement effective administrative programs and procedures. Ability to plan and organize daily work routine and establish priorities for the completion of work in accordance with sound time-management methodology. Effectively manage multiple-tasks and multiple projects at the same time and prioritize tasks and workload according to meet schedules and budgets.

 

Communication ­‒ Excellent ability to listen and understand directions, information and ideas presented verbally and in writing. Ability to handle a variety of customer service issues with tact, confidentiality, and diplomacy and in a confidential manner.

 

Systems Management and Software Integration ­‒ Understanding and knowledge of QuickBooks accounting software concepts and basic operating principles, including use of a cloud-based operating environment.

• Proficient in Office365 including SharePoint, Outlook, Microsoft Word and Excel and be willing to learn other office or web-based programs.

 

Office Administration ­‒ Knowledge of office systems, practices, procedures and administration. Knowledge of general office equipment (copiers) and personal computers to include word processing, spreadsheet, and related software.