Accounting Assistant

Position Summary

The Accounting Assistant supports the Accounting Department by performing a variety of accounts payable, recordkeeping, reconciliation, and administrative functions. This position is responsible for processing invoices and payments, maintaining accurate financial records, assisting with audits, and supporting departmental projects. The ideal candidate is highly organized, detail-oriented, and committed to maintaining confidentiality while delivering exceptional internal and external customer service in a community banking environment.

Essential Duties and Responsibilities

Accounts Payable

• Review, verify, and process vendor invoices for payment in accordance with established procedures.
• Process and monitor recurring and scheduled payments to ensure timely disbursement.
• Maintain and update vendor records, including payment information and supporting documentation.
• Respond to vendor inquiries regarding payment status and resolve routine issues professionally and promptly.
• Research and resolve billing discrepancies and invoice-related concerns.
• Reconcile vendor statements to internal accounting records.
• Ensure all monthly invoices are received, processed, and properly accounted for within designated accounting periods.

Employee Expenses

• Review and process employee expense reimbursement requests for accuracy and policy compliance.
• Reconcile monthly employee credit card statements to submitted expense reports and supporting documentation.

Accounting Support

• Maintain organized financial records and accounting documentation in accordance with record retention requirements.
• Prepare and provide documentation to support internal and external audits.
• Assist with month-end and year-end accounting activities as assigned.
• Support the Accounting Department with special projects and process improvement initiatives.

Administrative Support

• Assist with maintaining departmental policies, procedures, and documentation.
• Assist with annual, quarterly, and other required customer or regulatory mailings.
• Perform general administrative support for the Accounting Department.
• Perform other duties as assigned.

Education

• High school diploma or equivalent required.

Experience

• One to three years of accounting, accounts payable, bookkeeping, or related financial experience preferred.
• Banking or financial institution experience is preferred but not required.

Knowledge, Skills, and Abilities

• Working knowledge of basic accounting principles and accounts payable processes.
• Strong attention to detail and high degree of accuracy.
• Excellent organizational and time management skills.
• Ability to prioritize multiple tasks and meet deadlines.
• Strong analytical and problem-solving abilities.
• Proficient in Microsoft Office, particularly Excel, with the ability to learn banking and accounting software.
• Effective verbal and written communication skills.
• Ability to maintain confidential and sensitive financial information.
• Demonstrated commitment to providing excellent internal and external customer service.
• Ability to work independently while contributing effectively as part of a team.

Physical Requirements

• Prolonged periods of sitting and working at a computer.
• Frequent use of standard office equipment.
• Occasional lifting of files or office materials up to 20 pounds.

Working Conditions

This position is performed in a professional office environment within a community banking setting. The employee is expected to comply with all bank policies, procedures, security requirements, and applicable regulatory standards.

Core Competencies

• Attention to Detail
• Integrity and Confidentiality
• Accountability
• Customer Service
• Teamwork
• Organization
• Communication
• Problem Solving
• Time Management
• Adaptability

Separation of Duties: The Accounting Assistant adheres to internal controls and segregation of duties to support audit and regulatory compliance. 

Confidentiality: Must maintain confidentiality of customer, employee, and financial information. 

Compliance: The Accounting Assistant complies with all bank policies, banking regulations, and internal control procedures. 

Customer Service: The Accounting Assistant will provide courteous service to both internal staff and vendors.