Accounting Administrative Assistant

Accounting Administrative Assistant

Job Summary

The Part-Time Accounting Administrative Assistant provides administrative and accounting support to the Finance Department. This position is responsible for assisting with day-to-day accounting operations, maintaining accurate records, supporting customer and vendor communications, and ensuring timely completion of administrative tasks.

This role requires strong organizational skills, attention to detail, professionalism, and the ability to manage multiple priorities in a fast-paced office environment. The successful candidate must work onsite and collaborate effectively with internal team members and external vendors/customers.

Essential Functions and Responsibilities

More specifically, the Accounting Administrative Assistant is responsible for:

Administrative Support

• Perform daily administrative and clerical duties for the Finance Department
• Process incoming and outgoing mail and distribute documents appropriately
• Maintain electronic and paper filing systems
• Scan, organize, and archive invoices and accounting documents
• Respond to emails professionally and timely
• Order and maintain office and accounting department supplies as needed

Accounting Support

• Perform accurate data entry into accounting and ERP systems
• Mail and/or email invoices and account statements
• Mail weekly check disbursements
• Assist with accounts payable processing and vendor invoice tracking
• Maintain and update vendor records and W-9 documentation
• Review vendor statements and assist in resolving discrepancies
• Maintain confidentiality of financial and employee information

General Responsibilities

• Communicate professionally with customers, vendors, and internal staff
• Identify process improvement opportunities and support department efficiency
• Provide backup support for other accounting or administrative functions as needed
• Perform additional duties and special projects as assigned by management

Qualifications

Required Qualifications

• High school diploma or equivalent
• Minimum 1–2 years of administrative or accounting support experience
• Basic understanding of accounting terminology and procedures
• Proficiency in Microsoft Office Suite, especially Excel and Outlook
• Experience with accounting or ERP software systems
• Strong organizational skills and attention to detail
• Ability to manage multiple priorities and meet deadlines
• Strong verbal and written communication skills
• Ability to maintain confidentiality and handle sensitive information professionally
• Dependable attendance and ability to work onsite during scheduled hours

Preferred Qualifications

• Associate degree in Accounting, Business Administration, or related field
• Experience in accounts payable, accounts receivable, or bookkeeping support
• Customer service experience in a professional office environment

Work Environment & Physical Requirements

• Primarily office-based work environment
• Regular use of computer, phone, copier, scanner, and other office equipment
• Ability to sit for extended periods and occasionally lift up to 20 pounds

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee. Responsibilities may change at any time with or without notice based on business needs.