Job Opening: Accounting Assistant

job opening: Accounting Assistant

JOB TITLE: Accounting Assistant

REPORTS TO: VP, Finance 

DIRECT REPORTS: No

DEPARTMENT: Finance

FLSA: Non-exempt

Purpose:

The Accounting Assistant will be responsible for all administrative functions related to accounts receivable and accounts payable under the direction of the Vice President of Finance. The Accounting Assistant will prepare accounting reports as requested for agency management or the Vice President of Finance.

Accountabilities:

  • Timeliness and accuracy of accounts payable
  • Timeliness and accuracy of accounts receivable
  • Client and vendor satisfaction

Roles & Responsibilities:

Agency Administration:

  • Maintain company petty cash accounts
  • Maintain cash flow statement
  • Prepare bank deposits and take to bank for processing
  • Monitor ap@regroup.us email in-box, print invoices received, stamp and route to appropriate team member for approval
  • Collect US Mail and disperse appropriately. Stamp and route vendor invoices for approval
  • Monitor team member time entry to ensure all time is recorded for billing purposes and entered timely
  • Assist Vice President of Finance with reports and special projects as needed
  • File AP checks copies
  • Provide coverage for reception area when needed

Accounts Payable & Receivable:

  • Copy all vendor invoices for billing purposes
  • Maintain accounts receivable and accounts payable for related entities as needed using QuickBooks
  • Tracking client billings against estimate
  • Assist Account Team with client budget tracking
  • Reconciliation of invoices to purchase orders
  • Generation and submission of media and production invoices to clients
  • Enter accounts payable invoices in Workamajig and ensure commissions are calculated correctly
  • Download, print and stamp media invoices from various buying services/platforms
  • Clear media invoices in Strata, route discrepant invoices to appropriate media team member for resolution
  • Maintain outstanding media invoice report and contact vendors as needed for missing invoices
  • Route all invoices to account lead for final approval prior to submitting to client

Performance Metrics:

  • Timely and accurate reporting of Client budgets
  • Maintain 45-day accounts receivable collections
  • Maintain 60-day accounts payables payments to vendors
  • Client and vendor satisfaction

Experience & Qualifications:

  • Bachelor’s degree in Accounting or Finance
  • 5+ years working in a financial role
  • Professional services or agency experience preferred
  • Familiarity with Generally Accepted Accounting Principles (GAAP)
  • Familiarity with media invoicing a plus

Skills:

  • Ethical, trustworthy individual
  • Team player who communicates effectively
  • Able to work under pressure and meet deadlines
  • Organized and detail oriented
  • Able to plan and solve problems
  • Proficient use of Microsoft Word, Excel and QuickBooks for Mac
  • Knowledge of Workamajig Project Management software preferred
  • Certified Notary Public preferred, but not required

Disclaimer:

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

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