Administrative and Accounting Assistant

The Administrative Assistant/Accounting Clerk supports our accounts receivable and accounts payable functions, manages basic office administrative tasks, and supports the C-Suite and Directors with administrative functions of governance and communications. This is a part-time position, with average weekly hours expected to be between 20 and 25, with no hours exceeding 30. This is a hybrid position with up to 2 days per week required in office, depending on work schedule.

Responsibilities:

60% Accounting and Bookkeeping Tasks

• Manages Accounts Payable by receiving, processing, verifying, and reconciling invoices
• Monitors and verifies internal control compliance of all corporate credit card usage
• Prepares functional allocations and charges expenses to accounts and cost centers by analyzing invoice/expense reports and recording entries.
• Monitors controls by verifying and posting receipts; resolving discrepancies
• Prepares remote online deposit of all checks received
• Posts receipt of A/R check payments to Novi AMS or QuickBooks Online
• Coordinates with appropriate personnel to determine proper coding of all Accounts Receivable and Accounts Payable transactions
• Prepare general ledger entries and maintain appropriate documentation
• Works with two supported organizations’ Directors to maintain accounting records
• Maintains accounting records for minimal activities of four associated district organizations
• Perform timely reconciliations of all bank accounts
• Support the CFO with month‑end and year‑end close, audit schedules, and auditor requests.

20% Office Administration

• Maintain office and printing supplies levels and handle appropriate purchasing
• Liaison to the building’s office; updating staff on any pertinent announcements
• Manage fire and safety protocols
• Coordinate VOIP/telephony configuration and routine maintenance
• Serve as the primary contact for the outsourced virtual receptionist service, including maintaining call scripts, escalation rules, FAQs, and routing protocols, and monitoring service quality and accuracy.
• Identify opportunities for process and office management improvements

20% Governance Support

• Schedule committee and Board meetings, coordinating with staff and volunteers
• Prepare and distribute meeting materials, agendas, and supporting documentation in advance of meetings
• Draft meeting agendas based on direction from executives or committee chairs
• This position could be asked to occasionally attend meetings to take notes, prepare a draft of meeting minutes, and track action items and follow-ups
• Ensure compliance with internal governance procedures and documentation standards
• Coordinate with leadership to improve consistency and efficiency of committee operations over time

Experience and Skills

• Hyper-organized with extreme attention to detail
• Thrive in a fast-paced environment and willing to learn and adapt as the organization’s activities evolve
• Excellent time management, interpersonal, verbal, and written communication skills
• Bachelor’s degree preferred
• Association experience preferred
• Minimum one year’s experience in accounting or bookkeeping
• Experience using a database and content management system
• Proficiency with cloud-based accounting software; QuickBooks Online preferred
• Experience in a virtual office environment and paperless filing environment preferred
• Demonstrated ability to organize and manage multiple projects/priorities
• Demonstrated ability to adapt to changing technology and processes
• Ability to lift and move packages or items up to 25 LBS

About Us

The American Academy of Implant Dentistry was founded in 1951. The Academy is the world's first professional organization dedicated to implant dentistry. Its membership includes general dentists, oral and maxillofacial surgeons, periodontists, prosthodontists, and others interested in implant dentistry. As a membership organization, we currently represent over 4,000 dentists worldwide.

Job Type: Part-time

Pay: $35,000.00 - $45,000.00 per year

Expected hours: 20 – 30 per week

Benefits:

• 401(k)
• Flexible spending account
• Paid time off
• Parental leave
• Professional development assistance

Education:

• Bachelor's (Preferred)

Experience:

• Office management: 1 year (Preferred)
• Accounting: 1 year (Required)

Language:

• English (Required)

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Chicago, IL 60611 (Required)

Work Location: Hybrid remote in Chicago, IL 60611

Salary : $35,000 - $45,000