Office Assistant - Quickbooks knowledge required

Job Description

RESPONSIBILITIES

• Enter vendor invoices and ensure accuracy by comparing information to approved purchase orders and receiving documents, checking general ledger account to be charged, ensuring proper sales tax has been charged and monitoring vendor statements.
• Recommend vendors to be paid every other week by preparing a schedule based on vendor due dates and other critical information. Review schedule with Controller and CFO. Make any necessary changes to list, cut the vendor checks and mail them.
• Ensure a signed, completed Form W-9 is received from all vendors before mailing a check.
• After year-end, determine which vendors should receive Form 1099’s and then have them properly printed and mailed.
• Maintain an updated list of vendors that must be paid on the 1st of the month such as insurance, rent, etc.
• Close AP trial balance at end of each month and ensure that it reconciles to the general ledger.
• Match receipts against Company credit card charges and determine g / l account distribution for the journal entry.
• Prepare the prepaid expenses balance sheet reconciliation and related journal entry based on reviewing invoices, determining periods of service and account distribution.
• Review repairs and maintenance general ledger accounts each month to ensure that no invoices represent a fixed asset which should be reclassed.
• Reconcile the CIP account by project and work with the appropriate parties to determine in-service dates.
• Assist with accumulating any expenses that were incurred but not recorded and set up the related journal entry at month-end.
• Review the monthly income statement vs. budget for any variances and any areas where an accrual may be needed.
• Prepare other various month-end reconciliations by compiling and analyzing account information.
• Reconcile bank account each month end.
• Assist in the costing of raw material inventory by referencing the costs of purchased materials from invoices.
• Administrative duties such as collecting, sorting, and distributing mail.
• Assisting other co-workers with FEDEX / UPS / USPS.
• Preparing and maintaining control over Purchase Orders.
• . Basic accounting support as needed.
• Competencies
• Ethical Conduct
• Time Management
• Organizational Skills
• Financial Management
• Project Management
• Attention to detail
• Proficiency with QuickBooks and Microsoft Excel skills
• Work Environment
• Level 1 : Office Environment
• This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phone, photocopiers, filing cabinets and fax machines.
• 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. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands or arms. Must be able to lift 10 pounds.
• Required Education and Experience
• Associate’s or bachelor’s degree in Accounting or Business
• 1 year of related experience.

Proficiency in using computer, QuickBooks, Microsoft Word, Excel, Outlook and Power Point.

POSITION TYPE / EXPECTED HOURS OF WORK

This is a full-time or part-time on site position. Full time requiring 40 hours of work per week Monday-Thursday. Occasional Friday work could be remote. Part time hours Monday-Thursday AM hours to be determined by supervisor.