Accounting Assistant
Michael Best · Waukesha, WI · 4 wk ago
HybridFull-time
We need to output HTML fragment with sections only if content present. Must not repeat job title. Use for section headings: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. We need to decide which sections have content.
From posting: There's a job description paragraph describing role. Could be "About the role". Then duties/responsibilities: there is "Duties & Responsibilities" and "Core Responsibilities", "Stakeholder Partnership", "Programs/Initiatives", "Process, Tools, and Reporting", "Continuous Improvement / Strategy". Could combine into Responsibilities.
Job Requirements: Education, Experience, Skills & Competencies, Required (AI tools). Also KPIs maybe part of Requirements? Could be separate but we only have sections defined. We can put Requirements (education/experience) and Skills (skills & competencies). Benefits: there is "Why You Should Apply" describing total rewards, benefits, learning, health, etc. So we can have Benefits section.
Pay: Not specified (no salary). So we should NOT include Pay section.
Schedule: There's "Scheduling: Standard business hours. Overtime..." So we have schedule info. So include Schedule.
We must not include placeholder text like "commensurate with experience". We have actual schedule info.
We must remove boilerplate: cookie/navigation/legal/EEO etc. Not present.
We must preserve all substantive info. Need to include details from description.
We'll craft sections:
items covering each duty.
We have many duties; we can list them.
Also include "Stakeholder Partnership" maybe as part of responsibilities.
Programs/Initiatives could be part of responsibilities.
Process, Tools, and Reporting also responsibilities.
Continuous Improvement also responsibilities.
Thus we can combine all into one responsibilities list.
But we need to ensure we don't miss any.
Let's extract duties from text:
- Completing administrative and transactional accounting tasks for Finance & Accounting Department, including vendor statement reconciliations, cash receipts, bank reconciliations, check processing, invoice routing, and payment support.
- Reporting to Accounting Manager, supports accurate, timely, service-oriented accounting operations by maintaining accounting inboxes, entering financial transactions, coordinating vendor and client payment activity, supporting audit requests, collaborating with billing, payroll, collections, and accounts receivable teams.
- Based in Waukesha office, supports Finance & Accounting administrative workflows, vendor statement reconciliations, monthly bank reconciliations, annual bar dues renewals, cash receipts, returned checks, unclaimed property research, audit requests, client payment links, invoice uploads, approval routing, deposits, check requests, special projects.
- Leadership: no direct people leadership; coordinates accounting requests, payment support, vendor communications, administrative accounting workflows across teams and offices.
- Support team priorities by monitoring accounting mailboxes, routing invoices, completing assigned requests, escalating issues as needed.
- Provide reliable follow-through on accounting tasks, vendor requests, audit requests, deposits, special projects.
- Core Responsibilities:
* Monitor certain internal and external-facing accounting team mailboxes.
* Assist the team in performing monthly bank reconciliations.
* Assist with annual bar dues renewals.
* Enter financial transactions into internal databases.
* Research unclaimed property and returned checks.
* Complete audit requests.
* Perform vendor statement reconciliations and correspond with domestic and international vendors to facilitate payment.
* Process check requests for all 19 offices as needed.
* Assist the Accounts Receivable team with entering cash receipts.
* Send client payment links via credit card processing software.
* Upload invoices into expense management software and route invoices to ensure appropriate approval before payment.
* Work collaboratively with billing, payroll, and collections teams to meet internal and external client needs.
* Perform additional duties and special projects as needed.
- Stakeholder Partnership:
* Partner with Finance & Accounting, Accounts Receivable, Billing, Payroll, Collections, vendors, clients, office stakeholders.
* Correspond professionally with domestic and international vendors to facilitate payment and resolve statement reconciliation needs.
* Collaborate with internal teams to support client payment activity, invoice approvals, cash receipts, check processing.
* Communicate clearly regarding missing information, approval needs, returned checks, unclaimed property items, audit requests, payment-related issues.
* Support internal and external client needs through responsive, accurate, service-focused accounting assistance.
- Programs/Initiatives:
* Support monthly bank reconciliation workflows.
* Support annual bar dues renewal processes.
* Support vendor statement reconciliation and payment facilitation processes.
* Support audit request completion, unclaimed property research, returned check review, internal transaction entry processes.
* Support invoice upload, approval routing, check request, deposit, cash receipt, client payment link, and special project workflows.
- Process, Tools, and Reporting:
* Use internal accounting databases to enter financial transactions accurately and timely.
* Use expense management software to upload invoices and route approvals before payment processing.
* Use credit card processing software to send client payment links.
* Maintain organized documentation related to vendor statements, bank reconciliations, audit requests, returned checks, unclaimed property, check requests, deposits, cash receipts, invoice approvals.
* Follow established Finance & Accounting processes for mailbox monitoring, transaction entry, reconciliation support, payment routing, interdepartmental coordination.
- Continuous Improvement / Strategy:
* Identify opportunities to improve accounting mailbox workflows, vendor reconciliation tracking, invoice approval routing, transaction entry, payment support processes.
* Use attention to detail, process discipline, follow-through to support accurate accounting records and timely payment activity.
* Escalate issues when information missing, approvals delayed, vendor discrepancies arise, payment timing may be affected.
* Support clean audit responses and organized accounting documentation through consistent recordkeeping.
* Contribute to efficient Finance & Accounting operations through collaboration, accuracy, responsive internal client service.
Now Requirements:
Education:
- High school diploma or equivalent required.
- Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, or related field preferred.
Experience:
- Experience in accounting, finance, accounts payable, accounts receivable, administrative support, or related professional office work preferred.
- Experience with vendor statement reconciliation, cash receipts, bank reconciliations, check processing, invoice routing, deposits, or audit support preferred.
- Experience using accounting databases, expense management software, credit card processing software, Microsoft Office, or related financial systems preferred.
- Experience communicating with vendors, clients, and internal finance-related teams preferred.
Skills & Competencies:
- Strong attention to detail and accuracy when entering transactions, reconciling statements, routing invoices, processing payment-related requests.
- Ability to manage multiple accounting tasks, deadlines, inboxes, special projects with strong follow-through.
- Ability to communicate professionally with domestic and international vendors, clients, internal stakeholders.
- Strong organizational skills and ability to maintain accurate records, logs, approvals, documentation.
- Ability to work collaboratively with billing, payroll, collections, accounts receivable, Finance & Accounting team members.
- Ability to handle confidential financial, client, vendor, firm information with discretion and professionalism.
- Comfort using internal databases, Microsoft Office, expense management software, credit card processing tools, other accounting systems.
- Required: Use approved AI-enabled tools responsibly and effectively to improve quality, efficiency, decision-making, consistent with organizational policies, confidentiality, applicable laws.
KPIs maybe could be part of Requirements or separate but we don't have a section for KPIs. Could include under Responsibilities? Might be okay to add a short paragraph under Responsibilities about performance metrics. But we must not invent sections. Could add a
for section headings: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. We need to decide which sections have content.
From posting: There's a job description paragraph describing role. Could be "About the role". Then duties/responsibilities: there is "Duties & Responsibilities" and "Core Responsibilities", "Stakeholder Partnership", "Programs/Initiatives", "Process, Tools, and Reporting", "Continuous Improvement / Strategy". Could combine into Responsibilities.
Job Requirements: Education, Experience, Skills & Competencies, Required (AI tools). Also KPIs maybe part of Requirements? Could be separate but we only have sections defined. We can put Requirements (education/experience) and Skills (skills & competencies). Benefits: there is "Why You Should Apply" describing total rewards, benefits, learning, health, etc. So we can have Benefits section.
Pay: Not specified (no salary). So we should NOT include Pay section.
Schedule: There's "Scheduling: Standard business hours. Overtime..." So we have schedule info. So include Schedule.
We must not include placeholder text like "commensurate with experience". We have actual schedule info.
We must remove boilerplate: cookie/navigation/legal/EEO etc. Not present.
We must preserve all substantive info. Need to include details from description.
We'll craft sections:
About the role
... (summary of role)
Responsibilities
- ... list items
after responsibilities list about KPIs. However instructions: Use
- for any list of duties/requirements/benefits, and
for prose. So we can have prose paragraphs. Thus after responsibilities list we can add a paragraph about KPIs. Benefits: from "Why You Should Apply" etc. We need to capture benefits: Competitive base pay, outstanding benefits, opportunities for learning and growth, programs to help plan for future, perks that inspire downtime. Learning and Growth: Challenging and Dynamic Role, Career Development Planning, Professional Growth Opportunities, Performance Management and Coaching, Specialized Training Programs. Health & Wellness: Medical, Dental, Vision Care, Health Savings Accounts, Flexible Spending Accounts, Wellness Program, Employee and Family Assistance Program. Total Compensation: Competitive Base Pay (maybe repeated). We'll include all. Schedule: from "Scheduling: Standard business hours. Overtime and/or evening/weekend work may be required as needed to support month-end activities, audit requests, vendor payment timing, deposits, check processing, or urgent Finance & Accounting needs." We'll put that in Schedule section. Now ensure we don't repeat job title. No headings for Job ID etc. Now produce HTML fragment. We'll need to escape any special characters? Not needed. Let's craft. Structure:
About the role
The Accounting Assistant completes administrative and transactional accounting tasks for the Finance & Accounting Department, including vendor statement reconciliations, cash receipts, bank reconciliations, check processing, invoice routing, and payment support. Reporting to the Accounting Manager, the role maintains accounting inboxes, enters financial transactions, coordinates vendor and client payment activity, supports audit requests, and collaborates with billing, payroll, collections, and accounts receivable teams. Based in the Waukesha office, the position supports administrative workflows, monthly and annual reconciliations, bar dues renewals, unclaimed property research, audit requests, client payment links, invoice uploads, approval routing, deposits, check requests, and special projects.
Responsibilities
- Monitor internal and external-facing accounting team mailboxes.
- Assist with monthly bank reconciliations.
- Assist with annual bar dues renewals.
- Enter financial transactions into internal databases.
- Research unclaimed property and returned checks.
- Complete audit requests.
- Perform vendor statement reconciliations and correspond with domestic and international vendors to facilitate payment.
- Process check requests for all 19 offices as needed.
- Assist Accounts Receivable team with entering cash receipts.
- Send client payment links via credit card processing software.
- Upload invoices into expense management software and route invoices for appropriate approval before payment.
- Work collaboratively with billing, payroll, and collections teams to meet internal and external client needs.
- Partner with Finance & Accounting, Accounts Receivable, Billing, Payroll, Collections, vendors, clients, and office stakeholders to support accurate and timely accounting operations.
- Correspond professionally with domestic and international vendors to facilitate payment and resolve statement reconciliation needs.
- Communicate clearly regarding missing information, approval needs, returned checks, unclaimed property items, audit requests, and payment-related issues.
- Support internal and external client needs through responsive, accurate, and service-focused accounting assistance.
- Support monthly bank reconciliation workflows, annual bar dues renewal processes, vendor statement reconciliation and payment facilitation processes.
- Support audit request completion, unclaimed property research, returned check review, and internal transaction entry processes.
- Support invoice upload, approval routing, check request, deposit, cash receipt, client payment link, and special project workflows.
- Use internal accounting databases to enter financial transactions accurately and timely.
- Use expense management software to upload invoices and route approvals before payment processing.
- Use credit card processing software to send client payment links.
- Maintain organized documentation related to vendor statements, bank reconciliations, audit requests, returned checks, unclaimed property, check requests, deposits, cash receipts, and invoice approvals.