Accounting Assistant

POSITION DESCRIPTION

A Little About Us:

ZAP is a full-service engineering, design, and construction management firm servicing the oil & gas, heavy industrial, mining, and manufacturing sectors. From our Lakewood, Colorado office, we execute projects across North America, spanning from California to Florida and Canada down to Mexico. Our projects range in size from simple engineering studies or maintenance repairs to full-scale design of extensive facilities. ZAP operates at a fast pace while providing a team-centric approach to our work.

About your role:

The Accounting Assistant is a hands-on, full-time position with day-to-day duties responsible for completing the accounting and administrative tasks required of an engineering consulting firm.

Essential Duties and Major Responsibilities

• Processes overhead transactions and in-house expenses, as well as prepares monthly company credit cards.
• Fields and communicates to management employee issues with the accounting system.
• Enters transactional data into the accounting system.
• Acquires proper vendor documents, resolves invoice discrepancies and manages billing for multiple projects.
• Works with the project managers to obtain vendor invoice approval and process invoices for payment through three-way matching procedures.
• Ensures proper project setup and proper client billing.
• Delivers client invoice aging statements.
• Ensures proper billing occurs per various client requirements.
• Prepares proper backup for each client invoice for the project managers to review.
• Files and matches payment remittances with client invoices.
• Assist with other duties as assigned.

Work Hours:

Benefits:

• Medical Insurance
• Dental insurance
• Vision Insurance
• 401(k)
• Accrued PTO
• Short-Term and Long-Term Disability
• Basic Life / AD&D
• Voluntary Life / AD&D
• Employee Assistance Program (EAP)
• Aflac

Education

• High School Diploma or GED and an associate degree with designation in Business, Accounting, Bookkeeping, Finance, or a similar field is required.
• Bachelor’s degree is preferred.
• Entry-level position, but ERP experience preferred.

Type of Experience Needed to be Successful

• Excellent written and verbal communication skills.
• Ability to resolve simple problems quickly and effectively without significant assistance.
• Capacity to self-direct work tasks, and meet deliverables and timelines.
• General experience leading work groups or task forces for specific projects.
• Proficiency with Microsoft Office Suite, including Word, Outlook, and Excel.

Supervisory Expectations:

• The position does not have any regular responsibility for overseeing or supervising the work of other team members.

Independence of Action

• Supervisor monitors work progress; incumbent follows precedents and procedures and may set priorities and organizes work within general guidelines established by supervisor.

Physical Demands and Work Environment: (The phrases “occasionally," “regularly,” and “frequently” correspond to the following definitions: “occasionally” means up to 1/3 of working time, “regularly” means between 1/3 and 2/3 of working time, and “frequently” means 2/3 and more of working time.)

• The work environment is the typical office environment. The employee must complete their work satisfactorily in an environment where there are significant distractions, including staff, clients, and vendors walking through and conversing, telephones ringing, conversations carrying over, loud noises, and interruptions to answer questions from others.
• The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. In many cases, 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 sit and use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to talk or hear. The employee is occasionally required to stand, walk, reach with hands and arms, and stoop, kneel, crouch, or crawl.
• The employee must occasionally lift and/or move up to 25 pounds and should do so in a sound and safe manner. This job’s specific vision abilities include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Core Competencies:

• Oral Communication and Written Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; writes clearly and informatively; Edits work for spelling and grammar; Able to read and interpret written information. Ability to communicate with clients or customers.
• Teamwork - Balances team and individual responsibilities; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone’s efforts to succeed. Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting.
• Reasoning and Problem Solving - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems, identify complex problems, and review related information to develop and evaluate options and implement solutions.
• Detail Oriented – Consistently checks and rechecks work product for accuracy. Able to manage multiple tasks while accurately performing essential job functions. Prepares accurate and thorough reports, emails, and data as required by the position.
• Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.