Senior Accounting Assistant

Job Description

 Accounting Assistant

Reporting to the Accounting Manager, the Accounting Assistant will support the accounting department by assisting with daily, weekly, and monthly accounting tasks including receivable and payable processes. This role reconciles receipts across multiple platforms, processes vendor invoices and payments, coordinates approvals across departments, and serves as backup support for daily deposit activity and payable processes. Attention to detail and the ability to manage competing deadlines are essential, as volume and timing vary by task and by time of month.

Accounts Receivable

•     Process deposits as needed for specific accounts, identifying and researching discrepancies when balances do not match.

•     Prepare the monthly sales rebates at the end of each month for the following month's receipts: update the rebate spreadsheet with product codes, route for approval, and enter the approved credit memo by product code into Acumen.

•     Prepare monthly affidavits and route to sales for approval. 

•     Serve as a backup for all daily deposits including ACH deposits, checks received by mail, daily settlement across Acumen, SimpleCirc, and Authorize.net.

•     Review A/R Aging reports to identify past due balances. Contact customers via phone to follow-up on overdue invoices processing payments  

•     Notify sales reps/mangers of overdue balances

•     Process customer payments made over the phone.

•     Review and research A/R credit balances, clearing if applicable. 

Accounts Payable

•     Manage the invoice approval process, including forwarding invoices for approval and following up on outstanding approvals.

•     Process vendor invoices for payment daily, filing invoices when complete.

•     Manage freight invoices to ensure timely entry and payment.

•     Maintain accurate and organized AP records, both physical and digital.

•     Prepare and process weekly check runs, ACH payments, and wire transfers.

•     Respond to vendor inquiries regarding payment status and account balances

•     Set up new vendors, collect and attach W-9 forms and payment information to vendor records, and establish the payment template in the banking system, while also maintaining current vendor records to ensure accuracy.

•     Managing company credit card statements – coding reoccurring charges, forwarding to managers for approval and additional coding, processing charges in system and paying on time.

•     Managing commissions payable to include approval, forwarding to payroll manager, and processing payments for external sales reps once a month.

Accounting

•     Enter payroll, payroll accrual and Ascensus journal entry adjustments. 

•     Assist with month-end adjustments and journal entries as needed.

•     Reconcile bank accounts

•     Reconcile Balance Sheet accounts

•     Manage Inter-Company Account processing sales and expenses each month.

•     Run reports as needed.

•     Distribute monthly reports to managers.

•     Support miscellaneous accounting projects and tasks assigned.

•     1–2 years of hands-on bookkeeping or general ledger experience required, including account reconciliations; accounts receivable and/or accounts payable experience a plus.

•     Working knowledge of general ledger accounting principles (debits/credits, accrual basis accounting) sufficient to research and resolve reconciliation discrepancies.

•     Strong attention to detail, with the ability to identify and resolve reconciliation discrepancies independently.

•     Ability to manage multiple recurring deadlines across daily, weekly, and monthly cycles.

•     Effective written and verbal communication for coordinating approvals with Sales, Accounting, and other departments.

•     Proficient in Microsoft Word and Excel, with the ability to learn new software as needed.

This is an in-office accounting role. Workload fluctuates by day and by time of month, with certain tasks concentrated at month-end and others recurring daily or weekly.