Accounting Assistant

POSITION DESCRIPTION:

The Accounting Assistant is a full-time, non-exempt employee of The Annenberg Foundation Trust at Sunnylands (“Trust”) in Rancho Mirage and reports to the Director of Finance & Risk Management. The Accounting Assistant is responsible for assisting the Finance Department with essential bookkeeping and administrative functions as well as assisting with special projects. Incumbent(s) in this position must be exceedingly well-organized and flexible, possessing excellent communication and time management skills. 

ESSENTIAL FUNCTIONS:

• Work location: Hybrid, weekdays

Finance:

• Assist with preparing weekly bank deposits
• File invoices, checks, and other records
• Review credit card statements and assist in reconciling the credit card activity, including requesting supporting documentation from cardholders and reviewing for policy compliance
• Assist the Accounts Payable Specialist with entering all the invoices into the accounting system. This includes requesting the supporting documents needed (approved purchase orders, check requests, contracts, receiving documents).
• Assist in verifying invoices against purchase orders and contract pricing and check for duplicates 
• Assist in reconciling vendor statements, research and correct discrepancies
• Assists in preparing the weekly AP payment batch when the AP Specialist is out of the office
• Distribute and mail accounts payable checks as needed
• Assist in requesting W-9s and Certificates of Insurance from vendors 
• Additional related accounting and clerical responsibilities as needed

SKILLS REQUIRED:

• Highly organized and self-motivated with strong time management skills
• Superior attention to detail and a high level of accuracy
• Strong customer service skills
• Ability to communicate effectively verbally and in writing with individuals at all levels of the organization
• Ability to establish and maintain effective working relationships 
• Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands
• Strong problem-solving skills, basic accounting principles knowledge, documentation skills, research and resolution skills, data analysis and multi-tasking skills 
• Ability to perform mathematical computations such as percentages, fractions, additions, subtraction, multiplication and division quickly and accurately
• Ability to learn systems quickly and be comfortable working with accounting systems
• Type quickly and accurately, including 10-key entry

QUALIFICATIONS: 

The Accounting Assistant will have the following experience: 

• AA degree or Bachelor’s degree preferred
• Knowledge of basic accounting and bookkeeping principles
• Knowledge of office administration and procedures
• Intermediate level of skill with Microsoft Word, Excel and PowerPoint and databases
• 1-3 years of accounts payable, bookkeeping or related experience 

PHYSICAL REQUIREMENTS: 

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 class, an employee is regularly required to stand and/or sit for long periods; talk and hear both in person and by telephone; and use hands to operate, finger, handle or feel office equipment; and reach with hands and arms. The employee is occasionally required to walk, climb, stoop or bend and lift up to twenty-five pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Work is performed in a professional office setting utilizing telephone, computer, and other office equipment. While performing the duties of this class, the employee is regularly required to work on multiple concurrent tasks with constant interruptions, read and interpret documents and information; use oral communication skills; interact with Trust staff, the general public and others encountered in the course of work, some of whom may be dissatisfied and/or angry individuals. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

This position description identifies only the major functions and responsibilities of this job. It does not include all aspects of the position, or additional duties that may be assigned by Director of Finance & Risk Management. Please note there may be a requirement to help others complete special projects and other work for the company’s overall benefit.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.