<p>ACCOUNTING ADMINISTRATIVE ASSISTANT JOB DESCRIPTION</p> <p>February 2025</p> <p>The following is the basic job description of the Accounting Administrative Assistant position as of the above date. Any alterations, substitutions, or additions must be approved in writing by two of the following people: Human Resource Manager, Accounting Manager, Controller/Accounting Director and President. This position reports directly to the Accounting Manager and indirectly to the Accounts Receivable Manager and Accounts Payable Manager.</p> <p>Job Classification: Non-exempt</p> <p>Basic Function: The Accounting Administrative Assistant is responsible for providing administrative support to the Finance department, which includes Accounting, Accounts Receivable and Accounts Payable. This role requires a high degree of accuracy and attention to detail. The ideal candidate will be a proactive and organized individual with excellent communication and interpersonal skills that wants to work in office five days a week.</p> <p>Essential Functions:</p> <ul> <li> <p>New customer setup in our ERP, which involves working with sales and accounts receivable to ensure that records are complete</p> </li><li> <p>Processes changes to master data for both customers and vendors</p> </li><li> <p>Maintenance of our customer sales tax certificate database:</p> </li><li> <p>Load all new customer certificates</p> </li><li> <p>Establish campaigns for ensuring that expiring certificates receive new updated ones prior to the old one expiring</p> </li><li> <p>Running analytics to review which customers still have not provided certificates and working with AR team to get them collected</p> </li><li> <p>Assist AR with sales tax credit processing</p> </li><li> <p>Provide general administrative support to the Finance department, including:</p> </li><li> <p>Sorting and distributing the daily incoming mail</p> </li><li> <p>Assists with scheduling meetings</p> </li><li> <p>Logging compliance related mail and assisting management to ensure timely response times</p> </li><li> <p>Review of daily branch paperwork</p> </li><li> <p>Assists with the preparation of corporate filings, sales tax returns, property tax filings and other compliance-related matters.</p> </li><li> <p>Assist with reconciliation of credit card transactions</p> </li><li> <p>Contributes to team effort by accomplishing related projects as needed. Supports organizational goals.</p> </li><li> <p>Complies with all reasonable management/executive requests.</p> </li></ul> <p>Desired Competencies:</p> <ul> <li>Organizational skills </li><li>Attention to detail </li><li>Analytical and problem-solving skills </li><li>Customer Focus </li><li>Ability to work collaboratively or autonomously </li><li>Honesty, high personal ethics and integrity </li><li>Proficient knowledge of Microsoft Suite of products, especially MS Excel </li><li>Experience with MS Dynamics 365 a plus </li><li>Experience in tax compliance a plus </li></ul> <p>Required Education, Experience and/or Qualifications:</p> <ul> <li>3-5 years of relevant experience in a finance or accounting role </li><li>Associate's degree or higher preferred </li><li>Must be committed to always providing exceptional service. </li></ul> <p>Metrics for Success:</p> <ul> <li>New Customer Setup: Process new customer setups within specified timelines </li><li>Tax and Statutory Filing Timeliness: Achieve 100% compliance </li><li>Sales Tax Exemption Certificate Campaigns - monthly campaign to get certificates prior to expiration </li></ul> <p>Work Environment:</p> <p>This job operates in a professional office environment, with an opportunity to work remotely when necessary. This role routinely uses standard office equipment such as computers, phones, photocopier, and standard software suite(s), such as the ERP system, and the Microsoft Suite of products.</p> <p>Physical Demands:</p> <p>The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.</p> <p>While performing the duties of this job, the employee is occasionally required to stand, walk or sit; use hands to finger, handle or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear. The employee must occasionally lift and/or move objects up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.</p>