Accounting Assistant

Overview

At Burke Real Estate Group, the Accounting Assistant supports the accounting team by managing accounts payable processes, vendor documentation, and financial recordkeeping. This role is responsible for processing invoices, maintaining organized digital and physical accounting files, coordinating certified and vendor mail, and assisting with tax documentation and annual reporting tasks.

Working closely with the Accounting Manager, CFO, and Property Management team, this position also provides administrative support and helps coordinate financial documentation and office operations. The ideal candidate is well-spoken, highly organized, detail-oriented, and comfortable managing confidential financial information while supporting multiple accounting and administrative functions.

This is a part-time position paying $21 per hour for approximately 20 hours per week. The exact schedule is flexible, with hours to be worked between 8:00 AM and 5:00 PM, Monday through Friday.

Responsibilities:

Certified Mail

• Prepare mailing labels and postage for certified mail receipts and return receipts
• Deliver certified mail to USPS for postmark and delivery
• Maintain receipts and return receipts, match both receipts. If missing, return receipts, obtain proof of delivery via US Postal website.

Invoices

• Scan each invoice for payment processing
• Enter each invoice into accounting software, MRI, and attach backup to each invoice in MRI
• Review and process vendor invoices ensuring proper general ledger account allocation
• Verify the address on invoice to the vendor information in MRI
• Collaborate with Property Management for clarification/missing information on vendor invoices
• Research invoices when a Property Manager requests payment status and/or confirmation of duplicate invoices

W-9’s

• Obtain vendor W-9 for new vendors by email or phone as needed for payment processing
• Enter new vendor W-9 information into MRI
• Scan and save W-9 into Dropbox
• File vendor W-9 in binders

Maintain A/P filing system -

• Maintain Vendor and Statement Support files in accounting file cabinets
• Update/Create/Print labels for new year
• Order office supplies for year-end boxing of files
• Pull prior year files and statement supports from accounting file cabinets at year-end
• Replace prior year files with new vendor files
• Place prior year files in boxes and label for storage
• File scanned deposits into statement support files in accounting file cabinets at the end of each month
• File all checks with invoices after check run
• Prepare postage for outgoing vendor payments and deliver mail to post office as needed
• Scan monthly Bank statements, Mortgage statements, Year-End Mortgage Interest statements, save to Dropbox and file into accounting file cabinets
• File Deposit Detail Reports/ Bank deposits into accounting file cabinets

Assist the Accounting Manager

• Assist the Accounting Manager with 1096 and 1099 mailings annually
• Scan and save 1096’s and 1099’s to Dropbox
• Assist with the Property Tax Schedule for LA, OC, SD and HI
• Create file folder for tax year for Accounting Manager to review hardcopy Tax bills
• Open Property Tax Bills from USPS mail delivery
• Scan and save Property Tax bills to Dropbox
• Update property tax amounts on Tax Schedule spreadsheet
• Confirm parcel numbers, entities and payment amounts for accuracy
• Print and attach each Property Tax receipt to Property Tax bill after payments have been made
• Assist with Secretary of State filing and create check requests for payment processing

Assist the CFO

• Assist the CFO scanning/saving financial documents to Dropbox
• Print/prepare documents for signature
• Delivery of time sensitive confidential documents to financial institutions/ Title companies as needed
• Attend Accounting Team meetings
• Maintain/update Accounting Meeting Notes for Accounting Team
• Calendar upcoming Accounting Meetings in Company Calendar

General Office Responsibilities

• Cover front desk when Receptionist is on break
• Turn on lights and radio in the morning
• Turn off lights and radio, lock all doors and set office alarm if last in office
• Monitor/Order mail machine supplies
• Monitor postage usage and balance, apply funds as needed
• Fix setting on postage machine when 

Key Requirements and Qualifications

• Education: High school diploma/GED minimum
• Experience: 1–3 years of office experience
• Software Skills: Proficiency in Microsoft Office Suite (especially Excel) and accounting software experience like preferred
• Core Competencies: Strong organizational skills, attention to detail, accuracy under pressure