Accounting Assistant

Job Title: Accounting Assistant

Department: Finance & Business Ops

FLSA Status: Non-Exempt

Direct Supervisor: Accounting Manager

Job Summary:

The Accounting Assistant will prepare customer invoices, record cash receipts, and make bank deposits. Performs routine accounting activities such as maintenance of the general ledger, preparation of various accounting statements, and financial reports. May assist in reconciling accounts and bank statements.  Assists in completing moderately complex calculations. Has a basic understanding of bookkeeping and accounting principles. Is proficient with spreadsheets and other software tools.   

    Essential Functions:

• Processing accounts receivable and incoming payments in compliance with financial policies and procedures

• Performing day-to-day financial transactions, including verifying, classifying, computing, posting, and recording accounts receivable data into QuickBooks.

• Preparing bills receivable, invoices, and bank deposits

• Contact customers for any reconciliation/back-up issues in a timely manner.

• Reconcile invoices to sales orders, edit & post reports.

• Research and reconcile customer payments. 

• Provide assistance to customers and sales staff.

• Obtain necessary forms from new customers

• Create, review, approve, and email invoices to customers; this may also require entering information in customer-specific programs/systems

• Records cash receipts in QuickBooks 

• Assist in ensuring that receivables are collected promptly.

• Review manifests in Metrc to sales orders and invoices on a weekly basis. Prepare a report of unreconciled items between these systems.

• Post payments from Nabis for Retail Brands in QuickBooks by item sold.

• Ensure proper audit trail is maintained.

• Performs work in accordance with generally accepted accounting principles and practices, and with Company policies and procedures.

• Process Quarterly County Cannabis tax returns and remit payment as required.

• Backup for accounts payable when staff is not in the office.

• Answer phone and email inquiries and respond to clients/customers in a timely, professional, and efficient manner.

• Prepare monthly reconciliations of bank accounts.

• Conduct account reconciliations as requested to ensure accuracy.

• Assist in the preparation of information for the external accountant who completes the company’s tax return.

• Maintain orderly accounting, Human Resources, and office filing systems

• Comply with local, state, and federal government reporting requirements

• Provide clerical and administrative support to management as requested.

• Office errands as required.

• Assist in the preparation and maintenance of reports that are necessary to carry out the functions of the department. 

• Other duties as assigned by the supervisor.