Accounting Assistant

Accounting Assistant

Department: Fiscal
Reports To: Accounting Manager
Location: 10909 Memorial Hwy, Tampa, Florida
FLSA Status: Non-Exempt
Position: Full-Time, Hybrid after 90 days

Position Summary

The Accounting Assistant provides administrative and transactional accounting support to the Fiscal Department. This position is responsible for maintaining accurate financial records, performing routine accounting and data-entry functions, assisting with reconciliations, supporting month-end activities, assisting with billing and collections, and providing backup coverage for Accounts Payable.

The position works closely with the Accounting Manager and Accounts Payable Specialist and must demonstrate strong attention to detail, organization, confidentiality, and the ability to meet established processing deadlines.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Accounting Support

• Perform routine accounting and financial data entry accurately and timely.
• Assist with maintaining supporting documentation and organized electronic accounting records.
• Assist with account reconciliations and research discrepancies as assigned.
• Assist with month-end accounting activities and preparation of supporting schedules.
• Review financial documentation for completeness, accuracy, appropriate approvals, and supporting documentation.
• Assist with maintaining and reconciling organizational gift cards.
• Assist with managing, coding, and reconciling the organization’s monthly credit card transaction activity.
• Maintain Administration petty cash and appropriate supporting documentation, as assigned.
• Assist with data entry and other accounting transactions in the organization's financial systems.
• Prepare spreadsheets, reports, and supporting documentation for the Accounting Manager and Fiscal Department.
• Provide accounting documentation requested for financial audits, funder reviews, monitoring visits, and other compliance reviews.
• Provide backup support for other Fiscal Department functions (Accounts Payable and Billing & Collections) as needed.
• Assist the Accounting Manager and Director of Finance with special projects.

Accounts Payable Backup

The Accounting Assistant serves as the designated backup to the Accounts Payable Specialist and may assume AP processing responsibilities during absences, high-volume periods such as month-end, or as otherwise assigned.

Responsibilities include:

• Enter vendor invoices into the accounting system and verify appropriate coding, documentation, and approvals.
• Assist with invoice processing for vendor drafts, ACH transactions, and other payment methods.
• Review invoices for accuracy and follow up on missing or incomplete documentation.
• Research vendor invoices, payments, credits, and outstanding items.
• Reconcile vendor statements and investigate discrepancies.
• Assist with processing and reviewing employee mileage reimbursements.
• Maintain organized AP documentation in accordance with established accounting procedures and record-retention requirements.
• Respond to internal inquiries regarding invoice and payment status.
• Communicate with vendors regarding invoices, account balances, and payment information as appropriate.
• Provide backup for weekly Accounts Payable payment processing, including preparing ACH/payment runs and required supporting reports.
• Verify that approved payments are processed accurately and timely.
• Assist with year-end Accounts Payable activities and preparation of vendor information as assigned.
• Gather invoices, payment documentation, and other AP records requested by auditors and funding agencies.

MINIMUM QUALIFICATIONS:

Education and Experience

• Associate degree in Accounting, Business Administration, Finance, or a related field preferred.
• Two or more years of accounting, bookkeeping, accounts payable, or related financial administrative experience preferred.
• Experience with nonprofit accounting or a multi-funding-source environment is preferred.
• Experience processing invoices and maintaining supporting accounting documentation strongly preferred.

Knowledge, Skills and Abilities

• Working knowledge of basic accounting and Accounts Payable principles.
• Strong data-entry skills with a high degree of accuracy.
• Proficiency with Microsoft Excel, Word, Outlook, and other Microsoft Office applications.
• Ability to use Excel for organizing and analyzing financial information; familiarity with lookup functions, formulas, and PivotTables is preferred.
• Ability to perform mathematical calculations accurately.
• Strong attention to detail and ability to identify discrepancies.
• Excellent organizational and time-management skills.
• Ability to prioritize multiple assignments and meet recurring accounting deadlines.
• Ability to follow internal controls, established accounting procedures, and approval processes consistently.
• Ability to maintain confidential financial, employee, vendor, and organizational information.
• Ability to research discrepancies and follow issues through resolution.
• Effective written and verbal communication skills.
• Dependable attendance and the ability to provide reliable backup coverage during critical Accounts Payable processing periods.

Additional Requirements

• Must successfully complete and maintain all required criminal background checks, screenings, and organizational clearances as a condition of employment.