ACCOUNTING ASSISTANT

Responsibilities

• Verifies signatures, account and budget numbers for each invoice
• Reconciles incoming bills with approved purchase orders or contracts
• Prepares vouchers or checks for payment
• Obtains authorized signatures and distributes payments to vendors and contractors
• Verifies that all journal entries are current prior to generating monthly budget reports
• Maintains complete vendor, voucher, and other files as required
• Reconciles balance sheet accounts
• Develops and maintains necessary accounting records for printing, electronic storage, and similar ancillary agency services
• Prepares journal entries for assigned function
• Reconciles such entries as required
• Inputs data to and retrieves data from a PC-based computer accounting system and Excel spreadsheet program
• Utilizes the computer, following established procedures, to create and maintain files and prepare periodic and special reports
• Confers with other staff to offer feedback and suggestions regarding existing and proposed computer software and procedures relating to the assigned function(s)
• Maintains manual and computerized bookkeeping systems, records, logs, and files
• Prepares reports and performs a variety of office support and general clerical duties as required
• Prepares and maintains written internal procedures related to the assigned function, ensuring that such procedures are consistent with other Agency functions
• Communicates tactfully and respectfully with staff, vendors, funding agencies, insurance companies and others in regular contact with the fiscal office
• Ensures timely submission of invoices, and revenue requests
• Provides special reports as requested by staff members
• Reconciles errors and questionable records
• Provides support to other fiscal functions
• Communicates effectively and respectfully with people from different racial, ethnic and cultural groups and from different backgrounds and lifestyles
• Deals tactfully, cooperatively, and effectively with other agency staff members, community organizations, and the public

Qualifications

• Knowledge of computerized bookkeeping, journal entry and reconciliation, and related accounting office procedures and practices relating to the functions of accounts receivable and accounts payable
• Of general office practices, including filing, report preparation, and the use of standard office equipment
• Of basic accounting principles
• Skill in preparing, researching and maintaining a variety of records, reports and forms related to an assigned accounting function
• In reconciling data and solving fiscal problems
• In making accurate arithmetic calculations
• In rapidly learning the specific policies and procedures of the agency
• In using sound independent judgment, prioritizing work, and meeting critical deadlines
• In communicating effectively with other agency staff and with representatives of funding organizations, banks, insurance companies and vendors
• In filing accurately
• In using a variety of standard office equipment, including a personal computer to input, generate, and retrieve data
• In collaborating with other Accounting Assistants to effectively and efficiently process the accounts receivable and accounts payable functions
• In dealing tactfully, cooperatively, and effectively with other agency staff members, community organizations, and the public, including people from different racial, ethnic and cultural groups and from different backgrounds and lifestyles