Accounting Assistant

ACCOUNTING ASSISTANT

Status: Full Time, Year-Round, Non-exempt

Responsibility: Medium level of supervision needed. Medium level of operational decision-making.

Reports to: Chief Financial Officer

Supervises: N/A

• Excellent Administrative Skills – Use of technology (Microsoft Office Suite), verbal and written communication, business correspondence, organization, time management.
• Advanced Management Skills – Decision making, planning, problem-solving, communication, delegation, time management, organization, interpersonal skills.
• Excellent Teamwork and Communication Skills – Interact, work, and relate with people, listen, speak, read, write, observe, use English fluently.
• Excellent Customer Service Skills – Product knowledge, problem-solving skills, time management, attentiveness, patience, positive attitude, a willingness to go the extra mile, responsibility, professionalism.
• Experience – This position requires a minimum of 2 years of general accounting experience. Accounts Payable and Inventory experience is preferred.

Effort: Low – Bend, reach, push, pull, lift and carry up to 30 pounds

Work

Conditions:

Level 1 – Indoors, air conditioning, set schedule, no hazards.

• Maintain and distribute all invoices for approval via the Ottimate online AP Invoice app.
• Review approved invoices to ensure coding is accurate and descriptions of product are entered. Update due date on each invoice in accordance with vendor terms and check schedule.
• Verify that sales/use taxes are recorded where appropriate.
• Export invoices from Ottimate to North Star ensuring all invoices exported balance to reports from North Star.
• Request W-9 forms from ALL new vendors and update the AP database.
• Ensure when entering invoices that the appropriate W-9 status is selected.
• Weekly, submit to the CFO a check selection register from AP Payment program for approval prior to submitting for payment.
• Ensure that all accounts that have early/purchase discounts are paid timely to take advantage of these discounts.
• Compare all statements received to verify invoices are in the AP system. Research any discrepancy by contacting vendor for copy receiving proper approval from department manager. File all reconciled statements in the Vendor paid file.
• Communicate with managers regarding invoice processing, month end schedule, statement reconciliation and other AP issues.

• Review all F&B invoices for accuracy in Dining Edge, ensuring that case/units are correct and price per unit is also accurate prior to approving and exporting for payment. Carefully review each invoice for units of measure, pricing, etc.
• On a monthly basis, assist the Chef or Sous Chef with taking physical food inventory. Complete entry into Dining Edge and submit to the CFO for approval.

• Accurately post all Member Payments to the correct account on a daily basis. Any account discrepancies noticed should be reported to the Staff Accountant immediately.
• Batch and deposit all member payments daily using the Digital Express check machine. Checks for Deposits and other payments should be processing separately from Member payments.
• Cross train with the Staff Accounting to be able to help with member inquiries as needed.
• Assist the Staff Accountant with the review and preparation of annual 1099’s.
• Assist with preparation of schedules for the annual audit as directed by the CFO.
• Other accounting related duties and projects as requested from time to time.