Staff Accountant Assistant

POSITION SUMMARY

The Staff Accountant Assistant is a part-time execution resource within the Finance & Legal Department. This role handles a defined set of recurring operational tasks — Do Not Dispatch (DND) enforcement, customer invoicing and billing submission, cash receipt entry, and communication support — freeing the Staff Accountant and Finance Lead to focus on higher-complexity accounting and review work. The Staff Accountant Assistant works within procedures set by the Head of Finance & Legal, escalates day-to-day questions and issues to the Staff Accountant as the first point of contact, and may take on additional execution tasks as department needs grow and capacity permits. This role does not carry people-management responsibilities.

KEY RESPONSIBILITIES:

Do Not Dispatch (DND) Enforcement

• Monitor contractor paperwork submission compliance against policy guidelines on a defined schedule. Apply Do Not Dispatch status to contractors who have not met paperwork submission requirements, in accordance with established policy and procedures.
• Notify affected contractors of their DND status through the designated communication channel, using approved language and templates.
• Lift DND status promptly upon confirmation that the contractor has met the applicable paperwork requirements, per procedures.
• Maintain an accurate log of all DND actions — contractor, reason, date applied, and date lifted — for Finance Lead and Head of Finance & Legal visibility.
• Escalate to the Finance Lead any contractor who disputes a DND action, falls outside standard policy parameters, or presents a situation not covered by existing procedures.

Invoicing & Billing Submission

• Generate customer invoices accurately and completely from source data (load records, rate confirmations, or other approved documentation) in accordance with billing procedures.
• Review invoices for accuracy — customer, amount, billing period, and supporting documentation — prior to submission.
• Submit invoices to customers through the designated method (email, portal, or mail) promptly and in accordance with billing schedules.
• Maintain organized records of all invoices issued, submission dates, and confirmation of delivery Escalate billing questions, rate discrepancies, or customer invoice disputes to the Finance Lead, do not independently adjust invoice amounts or terms.

Cash Receipt Entry

• Enter cash receipts into the accounting system accurately and promptly upon receipt, coding each deposit to the correct customer, invoice, account, and period per established procedures.
• Attach or reference supporting documentation (remittance advice, bank deposit confirmation, check copy) to each cash receipt entry
• Identify and flag discrepancies between payments received and invoices outstanding; escalate to the Finance Lead for resolution rather than applying independently
• Confirm all receipts for a given period are entered and submitted prior to the applicable reconciliation deadline.

Communication Support — Calls & Emails

• Answer inbound calls and emails related to invoicing, billing inquiries, payment status, and general department questions, within the scope of this role.
• Respond to routine, straightforward inquiries using approved responses and procedures; escalate nonroutine, sensitive, or complex matters to the Finance Lead Log all material inbound communications per department policy
• Follow up on outbound communications (invoice submissions, DND notices, collections correspondence) as directed by the Finance Lead or Head of Finance and Legal.
• Maintain a professional, accurate, and consistent tone in all customer and vendor communications on behalf of the department.

Additional Execution Tasks (As Assigned)

• Perform additional accounting and billing execution tasks as assigned by the Head of Finance & Legal, as department needs grow and schedule capacity permits.
• Bring questions about newly assigned tasks to the Finance Lead for guidance before proceeding independently.
• Complete assigned tasks within the timeframes and standards established by the Head of Finance & Legal.

At Grid-Line, we move with purpose. We’re building a tech-powered operation designed for speed, efficiency, and excellence. If you thrive in a high-accountability, process-driven environment where accuracy directly impacts results, we want you on our team.

Grid-Line Transportation Inc. is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected characteristic under applicable law.

Pay: $18.00 per hour

Application Question(s):

• Are you able to work 7am- 12pm M-F?
• Are you able to work onsite?

Experience:

• Accounting: 2 years (Required)

Work Location: In person

Salary : $18