Accounting Assistant and Clerk

This  position  is  primarily  responsible  for  computing,  classifying,  recording,  and  verifying numerical data for use in maintaining accounting records by performing the following duties.

Essential Duties & Responsibilities:

• Core duties and responsibilities include the following. Other duties may be assigned. Reviews and codes financial information.
• Prepares and processes documents to disburse funds, make deposits and prepare reports. Compiles and reviews information for accuracy; and maintain records.
• Compiles and sorts documents, such as invoices and checks, substantiating business transactions.
• Verifies  and posts details of business  transactions,  such as funds received and disbursed,  and totals accounts to ledgers or computer spreadsheets and databases.
• Audits invoices against purchase orders, researches discrepancies, and approves for payment.
• Investigates problems that vendors or purchasing agents have with obtaining payment for bills. Computes and records charges, refunds, cost of lost or damaged goods, freight charges, rentals, and similar items.
• Prepares vouchers, invoices, checks, account statements, reports, and other records, and reviews for accuracy.
• Reconciles general ledger accounts with various registers.
• Extracts general ledger information.
• Compiles cost reports and revenue and balance sheets. Reconciles bank statements.
• Monitors loans and accounts payable and receivable to ensure that payments are up to date.
• Reconciles report discrepancies and problems.
• Codes data for input to financial data processing system according to company procedures. Reviews, balances, and interprets computer reports, and makes corrections.
• Assists  employees,  vendors,  clients, or customers  by  answering  questions  related  to  accounts, procedures, and services.
• Processes payments and documents such as invoices, journal vouchers, employee reimbursements, and statements.
• Calculates rates paid for purchases and all price extensions.
• Verifies  items  billed  against  items  ordered  and  received  and  reconciles  differences  through follow-up with the vendor and/or other employees.
• Enters, updates, and/or retrieves accounting data from automated systems.
• Posts  financial  data  to  appropriate  accounts  in  an  automated  accounting  system,  according  to instructions.
• Reviews on-line transactions for changes and accuracy and corrects errors. Retrieves  system reports.
• Assigns codes to data.
• Disburses  funds  using  manual/local  warrants  or  petty  cash  and  makes  change  according  to specific instructions.
• Endorses warrants or money orders, prepares account deposit ticket, and deposits money as directed.
• Files and/or removes records and reports.
• Determines content and assembles data in order to prepare monthly reports for review.
• Reconciles   transactions,   financial  data,  and  other   information   to  an  automated   accounting system.
• Pre-audits,  verifies,  and  processes  employee  expense  claims reviewing  rules  for employee compliance.
• Designs, prepares, and maintains spreadsheets using basic mathematical calculations.
• Reviews new procedures, manuals, and system enhancements and suggests revisions.
• Composes routine letters and reports using instructions or guidelines of the work area.
• Inventories office supplies and equipment; prepares and submits orders for purchase.
• Explains appropriate work instructions to other employees.
• Interprets and applies instructions and guidelines to resolve work problems.

Supervisory Responsibilities:

• This job has no supervisory responsibilities.

Competencies:

• To perform the job successfully, an individual should demonstrate the following competencies:

Intellectual

• Analytical - Synthesizes complex or diverse information; collects  and  researches  data; uses intuition and experience to complement data; designs work flows and procedures.

Interpersonal

• Customer Service - Manages difficult or emotional customer  situations;  responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.
• Interpersonal Skills - Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains  open  to others' ideas and tries new things.
• Oral Communication - Speaks clearly and persuasively  in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.
• Written Communication - Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.
• Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building  a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.

Self-management

• Planning/Organizing  - Prioritizes  and plans work  activities;  uses  time  efficiently; plans for additional  resources;  sets goals and objectives;  organizes  or schedules  other people and their tasks; develops realistic action plans.
• Professionalism   -  Approaches  others  in  a tactful  manner;  reacts  well  under  pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.
• Quality - Demonstrates accuracy and thoroughness; looks for ways to improve  and promote quality; applies feedback to improve performance; monitors own work to ensure quality.
• Attendance/Punctuality  - Consistently  at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.
• Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan.

Qualifications:

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
• The requirements listed below are representative of the knowledge, skill, and/or ability required.
• Reasonable accommodations may be  made  to  enable  individuals  with disabilities to perform the essential functions.

Education and/or Experience:

• High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent  combination of education and experience

Language Skills:

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write  routine  reports  and  correspondence.
• Ability to speak effectively before groups of customers or employees of organization.

Mathematical Skills:

• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. 
• Ability to apply concepts of basic algebra and geometry.

Reasoning Ability:

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability  to deal with problems involving several concrete  variables in standardized  situations.

Computer Skills:

To perform this job successfully, an individual should have knowledge  of Accounting Software (QuickBooks);    Database Software (Access); Development Software; Internet Software; Manufacturing Software; Payroll Systems (ADP TotalSource); Spreadsheet Software (Excel); Electronic Mail Software (Outlook); Publisher Software; Contract Management Systems; Design Software (Photoshop/Illustrator); Human Resource Systems (PeopleSoft/MYTS); Inventory Software; Order Processing Systems; Project Management Software; Word Processing Software (Word); Presentation Software (PowerPoint); Call Management System (Avaya); Proprietary Software.

Other Skills & Abilities:

• Excellent judgment  and  discretion;  ability  to  handle  multiple  priorities  simultaneously, meet deadlines, and handle work-related  stress is required.
• Friendly,   courteous,   service-oriented,   professional,   outgoing,   and   customer   service oriented.
• Remain calm and professional in stressful situations .
• Detail oriented while maintaining an extremely positive attitude .
• Must be able to work independently and productively  with minimum supervision .
• Recognize problems, identify possible causes and resolve routine problems .
• Team player with a "can do" attitude that can work in a fast-paced environment.
• Ability  to  establish  and  maintain  professional  atmosphere  for  employees,  clients  and customers

Other Qualifications:

• Must  be  able to work  outside  of regular  business  hours which  will  include nights  and weekends to meet customer requirements.
• Knowledge     of   accounting   terminology     and   using                      spreadsheets                               and/or    automated accounting  systems.
• Comprehensive knowledge of accounting theories and practices.
• Working knowledge of the state regulations on gross receipts sales tax.
• Comprehensive  knowledge  of municipality  accounting  regulations  as determined  by  the state.
• Ability  to  operate  a   I 0  key  adding  machine   by  touch   and  to  perform   arithmetic computations accurately  and quickly.

Physical Demands:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear.
• The employee is occasionally required to stand and walk.
• The employee must occasionally lift and/or move up to 20 pounds.
• Specific vision abilities required  by  this job  include close vision, distance vision,  color vision, peripheral vision, depth perception and ability to adjust focus.