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Accounting Assistant

4 months ago

Harrisburg, United States Information Network Associates Full time
Job DescriptionJob Description



Job Description


This position is responsible for clerical work involving the application of bookkeeping principles and practices. The position will key daily worksheets to the general ledger system, ensure files are complete and maintained, be primarily responsible for the accounts payable and payroll processing functions, and provide administrative support to the Chief Executive Officer/Chief Financial Officer.


ESSENTIAL DUTIES AND RESPONSIBILITIES

Accounts Payable

  • Compile and sort invoices and checks; match invoices to work orders
  • Input vouchers, invoices, checks, account statements, reports, and other records
  • Process invoices; review for appropriate documentation and approval prior to processing payments; investigate discrepancies and generate reports
  • Respond to basic vendor inquiries; escalate complex inquires as needed
  • Print, obtain signatures, and distribute accounts payable checks
  • Maintain accounts payable reports, spreadsheets, and corporate accounts payable files
  • Support monthly closing process

Payroll Processing

  • Coordinate with HR, Directors, and Managers to compile and obtain approval of bi-weekly time and attendance reports, including obtaining and reconciling Paid Time Off (PTO) request forms
  • Process bi-weekly payroll utilizing approved INA computer software
  • Generate various payroll reports on a bi-weekly basis, or other time period as necessary, to permit the recording of payroll and related employer and employee taxes, deductions, etc. in company accounting records
  • Prepare a report of overtime by INA authorized project / division and distribute to Executive Management and Directors on a bi-weekly basis
  • Coordinate with INA's 401(k) Plan Administrator to ensure timely submission of both employee and employer contributions and loan repayments, if any, to INA's 401(k) plan, which is currently coordinated through VOYA investment and financial services

Accounts Receivable (primarily in a backup position)

  • Apply client payments to the appropriate account
  • Research and resolve pay discrepancies; adjust accounts as needed
  • Partner with division leaders on delinquent client accounts to bring account into good standing
  • Prepare daily/weekly/monthly deposits

Administrative

  • Prepare and conduct initial reconciliation of bank statements by comparing statements with general ledger for review of CEO/CFO
  • Review and analyze forms, correspondence, audit and investigation reports, and records to determine completeness, accuracy of information, and compliance with rules and regulations
  • Keys daily worksheets to the general ledger system, ensuring files are complete and entered into the appropriate accounts, and maintained as needed

NONESSENTIAL DUTIES AND RESPONSIBILITIES

  • Provide administrative support to the CEO/CFO by performing clerical functions such as data entry, scheduling meetings, filing, scanning, creating memos, creating department specific forms and documents, etc.
  • Provide support to INA's customers through front desk coverage on an as-needed basis
  • Perform other duties and responsibilities as assigned


QUALIFICATIONS

EDUCATION AND EXPERIENCE: An Associate's degree in accounting or business administration with accounting course work; or two (2) years' experience performing bookkeeping or clerical accounting work; or any combination of education and experience.


  • Intermediate level knowledge of Microsoft office software and personal computer
  • Intermediate level knowledge of QuickBooks software
  • Knowledge of multi-line phone systems, fax machines, photocopier, and other basic office equipment
  • Advanced written communication skills to compose routine letters/responses and to edit/proof business correspondence and reports
  • Demonstrated effective communication skills
  • Ability to work in and maintain confidentiality
  • Demonstrated organizational skills with the ability to multi-task
  • Proven history of attention to detail
  • Ability to meet deadlines with professional, quality results
  • Possession of valid driver's license from the state of residence as well as valid vehicle registration and insurance; possession of, or access to, a reliable vehicle.
  • Position may require work outside of core business hours, including but not limited to before shift, after shift, nights and/or weekend hours
  • Possession of, or willingness to obtain, a Pennsylvania Notary License.


PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT

  • Performs work required for this position in an office environment utilizing contemporary office equipment for extended periods of time

ADDITIONAL KNOWLEDGE, SKILLS, AND ABILITIES

  • Ability to perform detailed work with written or numerical data and to make arithmetical calculations rapidly and accurately
  • Ability to prepare routine and procedural financial reports and statements
  • Ability to apply established methods to financial transactions
  • Ability to work in an area of a sensitive, complex, and confidential nature; ability to maintain confidentiality
  • Ability to multi-task and adapt to change in a rapidly changing work environment
  • Strong writing and verbal communication skills
  • Ability to focus attention on details, compile and analyze moderately complex data
  • Ability to promote and support a consistent, professional customer focus
  • Ability to juggle tasks and prioritize work effectively and efficiently
  • Must be a team player and have a positive, customer service attitude

EOE M/F/Vet/Disability

It is the policy of INA to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information, or any other protected characteristics under applicable law. This policy relates to all phases of employment, including, but not limited to, recruiting, employment, placement, promotion, transfer, demotion, reduction of workforce and termination, rates of pay or other forms of compensation, selection for training, use of all facilities, and participation in all company-sponsored employee activities. Provisions in applicable laws providing for bona fide occupational qualifications, business necessity or age limitations will be adhered to by the company where appropriate.

INA will take steps to ensure that minority group individuals, females, disabled veterans, recently separated veterans, other protected veterans, Armed Forces service medal veterans, and qualified disabled persons are introduced into our workforce and considered for promotional opportunities.