Administrative Accounting Assistant

Under direct supervision, reviews and processes payment of purchase orders, invoices, vouchers, garnishments, and/or other check requests, as appropriate, for a specified department or client. Verifies and posts payment checks and handles the resolution of account discrepancies. Perform complex data entry and related operations in posting accounts. Maintain appropriate ledgers. Resolves credit balances and account problems, posts refunds, adjustments, and other account actions.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Include the following: (Other duties may be assigned)

• Receives and reviews purchase orders, check requests, and/or other related documentation for completeness and compliance with financial policies, procedures, and contractual requirements.

  Expectation: Payables documents are complete and accurate.

   

• Matches original invoices and requests for payment with internal purchase orders or check requests; performs calculations to determine appropriate payment schedules and amounts, and makes modifications as necessary.

  Expectation: Payments are accurate and timely.

   

• Codes, verifies, and electronically enters accounts payable data into system.

  Expectation: Records database is complete and accurate.

   

• Verifies, files, and posts payment checks to appropriate vendors and/or agencies.

  Expectation: Accurate and timely payments are made.

   

• Follows up on account statements and other discrepancies regarding payment of accounts and serves as liaison between departments and vendors in the resolution of administrative problems and inquiries.

  Expectation: Discrepancies are resolved, and guidance to internal and external customers is accurate and timely.

   

• Monitors blanket purchase orders and periodically notifies departments of balances.

  Expectation: Reports to departments are accurate and timely.

   

• Maintains logs, enters, and balances account data, and generates statistical summary reports as required.

  Expectation: Files are orderly and complete.

   

• Performs a variety of general clerical duties, including telephone reception, and other routine functions.

  Expectation: Support provided to others is timely, friendly, and appropriate.

   

• Ensures strict confidentiality of all financial records.

Expectation: Information shared only as appropriate.

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

Associate's degree (A.A.) or equivalent from two-year College or technical school; or one or more years related experience and/or training; or equivalent combination of education and experience.

Knowledge of:

• Standard accounts payable policies, procedures, and regulations.

   

• Standard accounts receivable policies, procedures, and regulations.

   

• General understanding of Accounting policies and procedures.

Ability to:

• Understand and interpret vendor invoices, statements, and other requests for payment.

   

• Utilize an automated accounting system. Basic data entry and/or word processing skills.

   

• Process computer data, format and generate reports.

LANGUAGE SKILLS

Ability to:

• Read and comprehend simple instructions, short correspondence, and memos.

• Write simple correspondence.

• Effectively present information in one-on-one and small group situations to customers, clients, and other employees of the 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.

Knowledge of:

• General accounting principles.

REASONING ABILITY

Ability to:

• Apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.

• Deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS

Maintain a valid Drivers License.

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 stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee must regularly lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.

WORK ENVIRONMENT and ENVIRONMENTAL CONDITIONS

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Zelle is an Equal Opportunity Employer