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Financial Operations Assistant

2 months ago

Somerville, Massachusetts, United States Complete Staffing Full time
Position: Accounting Assistant

Accounts Payable Responsibilities:
Manage the receipt and processing of invoices with precision and efficiency, adhering to established protocols, including:
  • Organizing and reviewing invoices for accuracy, ensuring correct PO#, coding, and identifying any discrepancies or errors prior to entry.
  • Prioritizing invoice processing based on company directives, such as prioritizing project-related invoices over general shop invoices.
  • Inputting and scanning all invoices into the financial management system.
  • Overseeing subcontractor payment vouchers and necessary documentation (contracts, job orders, certificates of insurance, lien waivers).
  • Handling non-purchase order invoices, including those from AMEX, Home Depot, fleet cards, and shop-related expenses.
  • Preparing and managing second-tier lien waivers.
  • Processing all scheduled and manual check payments.
  • Conducting vendor account reconciliations.
  • Maintaining vendor accounts, including setup and modifications.

Payroll Duties:
Facilitate daily timesheet processing and reporting, including:
  • Certified and minority payroll reporting.
  • Distribution of payroll documentation.
  • Providing support to human resources functions.

Accounts Receivable Tasks:
Assist in the preparation of bank deposits and ensure accurate recording of daily deposits.

Office Management Responsibilities:
Oversee various office management tasks, including:
  • Ordering office supplies, including wide format paper and toner.
  • Managing orders for field apparel.
  • Handling mobile device management.
  • Coordinating cafeteria supply orders.
  • Distributing incoming mail.

Required Skills:
  • Proficiency in basic computer skills and MS Office applications.
  • Strong familiarity with accounting management software; experience with construction accounting systems is preferred, particularly with A/P and PO modules.
  • Exceptional organizational skills with the ability to effectively prioritize tasks.
  • Ability to manage and prioritize tasks to maintain an efficient workflow.