Accounting Assistant I

Summary

Responsible for the accurate and timely recording of basic financial transactions, and for providing administrative assistance to the accounting department. This position is expected to support the initiatives and goals of the Accounting Manager, particularly as relates to the Billing function.

This position is expected to operate under close supervision from a manager and will work as part of a team. As directed, this position will be required to support other departments and managers in order to fulfill the immediate requirements of the firm.

The Accounting Assistant I has a basic understanding of bookkeeping and accounting principles.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Communication:

• Collaborates with all departments including Accounting, Administration and Engineering to ensure open, timely and accurate communication.
• Answers all vendor, client and internal staff inquiries in a timely and friendly fashion.
• Prepares and distributes correspondence with internal and external parties as directed. This may include, but is not limited to, the distribution of proposals to clients via proposal and e-signature software.
• Protects organization's values by keeping information confidential.

Compliance and Procedures:

• Adheres to company procedures.
• Corrects errors and inconsistencies in financial entries, documents, and reports, as directed.
• Documents departmental procedures.

Data Processing and Bookkeeping:

• Records basic financial transactions into an automated accounting system which requires simple independent decisions. This will primarily include but is not limited to the creation of basic client invoices and the recording of client payments, and bank deposits.
• Prepares, assembles, tabulates, verifies and files simple or routine invoices, requisitions and purchase orders.
• Enters data and performs less difficult reconciliations and comparisons of data using pre-established worksheets.  
• Maintains databases by entering new and updated customer and account information. This will include but is not limited to the recording of project, client, and invoicing details.

File Management:

• Creates and maintains electronic and physical accounting files.
• Files and records department documents including but not limited to registrations, licenses, contracts, invoices and insurance certificates.

Projects:

• May participate in and contribute to project-based initiatives.
• Adheres to schedules and timelines for projects.

Reporting and Analysis

• Generates and distributes reports for further review and analysis (weekly, monthly, etc.)
• Collects, tracks and organizes reports and documents for filing and processing of data.

Team Support:

• Assists with related bookkeeping functions as needed.
• Backs up other team members as needed.
• Updates job knowledge by participating in educational opportunities.

Supervisory Responsibilities

None

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

Communications- Exhibits good listening and comprehension. Expresses ideas and thoughts in written form. Expresses ideas and thoughts verbally. Keeps others adequately informed. Selects and uses appropriate communication methods.

Customer Service- Displays courtesy and sensitivity. Manages difficult or complex customer situations. Meets commitments. Responds promptly to customer needs. Solicits customer feedback to improve service.

Dependability- Commits to doing the best job possible. Follows instructions, responds to management direction. Keeps commitments. Meets attendance and punctuality guidelines. Responds to requests for service and assistance. Takes responsibility for own actions.

Planning and Organization- Integrates changes smoothly. Plans for additional resources. Prioritizes and plans work activities. Sets goals and objectives. Uses time efficiently. Works in an organized manner.

Teamwork – Balances team and individual responsibilities. Contributes to building a positive team spirit. Exhibits objectivity and openness to others' views. Gives and welcomes feedback. Puts success of team above own interests.

Quality- Applies feedback to improve performance. Demonstrates accuracy and thoroughness. Displays commitment to excellence. Looks for ways to improve and promote quality. Monitors own work to ensure quality.

Use of Technology- Adapts to new technologies. Demonstrates required skills. Keeps technical skills up to date. Troubleshoots technological problems. Uses technology to increase productivity.

Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Must be able to work independently as well as part of a team in a fast-paced work environment. Must have a basic understanding of bookkeeping and accounting principles. Must have a high degree of organization, initiative, attention to detail, and flexibility to accommodate deadlines.

Education and/or Experience

High School diploma or GED required and one year of related experience. Associates degree preferred. Or, an equivalent combination of education and experience in bookkeeping, accounting or finance.

Language Skills

Must be able to read, write, speak, and understand the English language. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write business correspondence, and document procedures. Ability to effectively present information and respond to questions from managers and vendors.

Mathematical Skills

Ability to work with mathematical concepts such as adding, subtracting, multiplying, and dividing whole numbers, fractions, decimals percentages, and ratios.

Reasoning Ability

Ability to compare/ inspect documents and judge whether they are similar to or different from prescribed standards. Ability to classify documents by systematically arranging them into groups or categories according to established criteria. Ability to accurately copy, post or transcribe data.

Computer Skills

To perform this job successfully, an individual should have experience working with the MS Office suite of products, particularly Microsoft Word and Excel, and with PDF programs.

Certificates, Licenses, Registrations

Valid Driver’s License and possess reliable transportation.

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly required to talk or hear. The employee regularly is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is required to stand; walk; sit; and reach with hands and arms. Will experience prolonged periods sitting at a desk and working on a computer. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.

Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position will work in a typical office environment, mostly located indoor with windows. The office contains office equipment resulting in equipment noise.  This position will be working in a shared office space with other colleagues and may experience frequent interruptions, conversations, or other background noise.

The above job description is not intended to be an all-inclusive list of duties and standards of the position.  Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.