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Financial Administrative Assistant

2 months ago

Somerville, Massachusetts, United States Complete Staffing Full time
Position Overview:
The Accounting Assistant plays a crucial role in managing financial transactions and supporting the overall financial operations of the organization.

Accounts Payable Responsibilities:
- Efficiently receives and processes invoices in accordance with established protocols, ensuring accuracy and timeliness.
- Reviews and organizes invoices, verifying details such as PO# and coding, while identifying and resolving discrepancies prior to entry.
- Prioritizes invoice processing based on company objectives, focusing on job/project-related invoices.
- Inputs and scans all invoices into the accounting system for record-keeping.
- Manages subcontractor payable vouchers and necessary documentation, including contracts and lien waivers.
- Processes various non-purchase order invoices, including credit card transactions and shop invoices.
- Prepares and administers lien waivers as required.
- Handles all check payments, both scheduled and manual.
- Conducts vendor account reconciliations and maintains vendor records, including setup and modifications.

Payroll Duties:
- Responsible for daily processing of time sheets.
- Prepares certified payroll reports, including those for minority contractors.
- Distributes payroll reports to relevant stakeholders.
- Provides assistance with human resources functions as needed.

Accounts Receivable Tasks:
- Prepares and manages bank deposits.
- Records daily financial deposits accurately.

Office Management Functions:
- Oversees the ordering of office supplies and equipment.
- Manages the procurement of company apparel and promotional items.
- Coordinates the management of communication devices.
- Ensures the availability of cafeteria supplies.
- Responsible for mail distribution within the office.

Required Skills:
- Proficient in basic computer applications and MS Office Suite.
- Strong experience with accounting management software, particularly in construction accounting systems; familiarity with A/P and PO modules is advantageous.
- Excellent organizational abilities with a strong capacity to prioritize tasks effectively.
- Capable of managing multiple tasks simultaneously to maintain an efficient workflow.