Accounting / Administrative Assistant at Alisa Adams

5 days ago

Tacoma, Washington, United States Alisa Adams Full time
Job Description

**Job Summary:**

The Accounting / Administrative Assistant will handle financial transactions, monitor vendor accounts, maintain accounting systems, complete reconciliations, process payroll and HR related items, assist in the elevation of the company, and directly support the office of the Controller and CEO.

Essential Duties Include:

  • Performs day-to-day office responsibilities, bookkeeping and accounting entry into financial systems, ensuring accurate and consistent information is available for timely financial processes to be performed.
  • Coordinates and executes accounts payable role functions by making sure all incoming documents are received, coded, recorded into financial systems and organized properly, ensuring all outgoing payments are accurate and on time.
  • Assists the Office Controller with annual financial and tax audit preparation, including monitoring records throughout the year to validate that all records have been well documented and filed properly.
  • Prepare and files all annual and quarterly business taxes, processing monthly sales/use tax payments helping to ensure payroll tax filings are filed correctly, and more.
  • Files all annual and quarterly business license renewals, ensuring all communications are organized and filed correctly.
  • Knowledge and help in the practices for proper reconciliation of the financial accounting system each period based on established End of Period processes.
  • Assists the Office Controller with more complex accounting entries as directed, including accruals and allocations; researches and proposes solutions for bookkeeping issues that may arise.
  • Responsible for organizing records from past periods and ensuring all documents - past and current are stored in an organized manner.
  • Assists with banking tasks such as processing and documenting deposits, filing and storing banking records, and more.
  • Provides support to office staff with payroll inquiries, timekeeping questions, and more.
  • Responsible for daily organizing and filing of all Alisa Adams records, including payroll records, vendor invoices, banking paperwork, human resources files, and more.
  • Process and follow ESD and L&I claims,
  • Non-essential duties: Assists with other office activities as directed.

Organizational & Supervisory Responsibilities:

  • Maintains thorough understanding of office policies, including the continued development of an official employee handbook; follows policies and naturally leads by example.
  • Ensures that all accounting best practices are being followed in all processes.
  • Will manage payroll submissions and reporting for self and field team, including timely validation and submission of all time sheets for processing, providing additional coverage of payroll obligations as needed.

Requirements:

  • Certificate or Associate degree (or higher) in accounting, financial management, bookkeeping, or other related field with at least two years of related professional experience; or an equivalent combination of education and professional experience sufficient to successfully perform the essential duties of the job as listed.
  • Demonstrated ability to analyze and resolve standard office administrative and procedural challenges
  • Familiarity with standard office administrative practices and procedures, including the proficient use of standard office equipment and general records management principles and practices
  • Demonstrated proficiency with Microsoft Office suite, with advanced Excel skills
  • Demonstrated ability to work effectively autonomously
  • Demonstrated ability to learn, understand, and utilize computer applications related to the organization, including financial accounting systems and project management systems
  • Demonstrated proficiency with business arithmetic
  • Strong aptitude for clear and effective communication
  • Commitment to maintain confidentiality and a high degree of accuracy
  • Ability to take initiative and use independent judgment within established policy and procedural guidelines
  • Strong self-motivation and independence in carrying out responsibilities, organizing and prioritizing multiple tasks, and meeting deadlines
  • Excellent interpersonal, presentation, relationship-building, and communication skills - both written and verbal - which transcend diverse audiences
  • Demonstrated ability to maintain a professional demeanor, especially while working in a fast-paced environment of constant demands and frequent interruptions
  • Demonstrated ability to work effectively with people of diverse backgrounds and promote a positive working environment, spirit of cooperation, and positive reactions to change and conflict resolution
  • Outstanding attention to detail
  • 2+ years of experience with financial software systems required
  • Experience with construction or financial accounting/bookkeeping a plus
  • Experience with project management software a plus
  • Fluency in the English language is a plus

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