Accounting Services Associate

Accounting Services Associate / Administrative Assistant

Location: Onsite, Pigeon Forge, TN
Employment Type: Full-Time
Schedule: Monday–Friday, 8:00 a.m.–5:00 p.m.

About the Position

Whitlock & Company PC is seeking a dependable, detail-oriented Accounting Services Associate / Administrative Assistant to join our team. This position combines accounting services, client support, and general office administrative responsibilities.

The ideal candidate will be organized, professional, comfortable working with multiple clients and deadlines, and able to work independently while also being a collaborative member of our team. This position will work closely with our Accounting Services, Tax, and Administrative teams to provide accurate, timely, and professional service to our clients.

Accounting Services Responsibilities

Responsibilities related to assigned client work include, but are not limited to:

• Prepare and process payroll for assigned clients, including payroll tax filings and year-end forms such as W-2s and 1099s.
• Complete annual reports, business tax filings, business license renewals, and other required state and local filings.
• Process accounts payable and maintain accurate supporting documentation.
• Perform monthly bank and credit card reconciliations and investigate and resolve discrepancies.
• Maintain and reconcile general ledger accounts for multiple client entities.
• Prepare and post adjusting journal entries and other accounting entries as needed.
• Prepare and file monthly and quarterly indirect tax returns, including sales tax, gross receipts tax, lodging tax, restaurant tax, and similar filings.
• Assist with the preparation of monthly, quarterly, and annual financial statements and other client financial reports.
• Review client accounting records for accuracy and completeness and identify items requiring follow-up or correction.
• Support clients with year-end accounting cleanup and preparation of financial records for tax return preparation or assurance services.
• Assist with gathering, organizing, and providing financial information and documentation requested by the Tax and Assurance teams.
• Maintain accurate and timely accounting records in accordance with firm procedures and client requirements.
• Monitor assigned client deadlines and communicate proactively regarding any issues that may affect timely completion of work.
• Maintain consistent, professional, and responsive communication with clients regarding accounting-related matters.
• Develop a working knowledge of assigned clients' businesses, accounting processes, and specific reporting requirements.
• Assist with special accounting projects and other duties as assigned.

Administrative & Office Responsibilities

In addition to accounting responsibilities, this position will provide general administrative support to the firm and assist with the day-to-day operation of the office, including:

• Greet clients and visitors as they enter the office.
• Answer and direct incoming telephone calls in a courteous and professional manner.
• Receive and distribute mail, packages, and other deliveries.
• Prepare, assemble, bind, and distribute financial statements, tax returns, reports, and other client documents.
• Operate the firm's postage machine and prepare outgoing mailings and packages.
• Scan, organize, index, and maintain electronic and paper client records.
• Assist with preparing client correspondence, tax notices, letters, and other documents for mailing or delivery.
• Assist with office supply ordering, inventory, and general office organization.
• Provide administrative support to the accounting, tax, and assurance teams as needed.
• Assist with maintaining common office areas and ensuring supplies and materials are adequately stocked.
• Perform occasional local errands, including banking, post office, supply pickups, and deliveries, as needed.
• Perform other administrative and office-related duties and special projects as assigned.

What We're Looking For

• Previous accounting, bookkeeping, payroll, or related experience preferred.
• Strong attention to detail and commitment to accuracy.
• Ability to manage multiple clients, priorities, and deadlines.
• Professional and courteous communication skills, both written and verbal.
• Strong organizational and time-management skills.
• Ability to work independently while also functioning effectively as part of a team.
• Comfortable working with confidential financial and client information.
• Proficiency with Microsoft Office, particularly Outlook and Excel.
• Experience with QuickBooks is preferred.
• Willingness to learn firm-specific software, procedures, and client requirements.

Why Join Whitlock & Company?

At Whitlock & Company PC, you'll have the opportunity to work with a variety of small and mid-sized businesses and individuals while developing a broad range of accounting and client-service skills. This is a great opportunity for someone who enjoys variety in their work, building client relationships, and being an important part of a close-knit team.

Additional Duties: The responsibilities listed above are representative of the duties and responsibilities of the position and are not intended to be all-inclusive. Additional accounting, administrative, client service, compliance, and other related duties may be assigned based on client needs, firm needs, workload, and business requirements.