Accounting Assistant

POSITION SUMMARY

The Accounting Assistant provides administrative and accounting support to ensure the accurate and timely processing of daily financial transactions, deposits, accounts receivable, payroll documentation, and other accounting records. This position is responsible for verifying daily collections, preparing bank deposits, recording transactions in QuickBooks, assisting with account reconciliations, maintaining organized financial records, and supporting payroll and tax reporting requirements.

The Accounting Assistant also assists with invoicing, payment monitoring, contract preparation, and administrative coordination. The position requires strong organizational skills, attention to detail, confidentiality, and the ability to manage multiple responsibilities while meeting established deadlines.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Daily Accounting and Cash Management

• Verify and review daily collections submitted by cashiers to ensure accuracy and completeness.
• Prepare daily cash and check collections for bank deposits.
• Prepare daily deposit reports for submission to India for posting and processing.
• Record daily bank deposits and electronic funds transfer (EFT) deposits in QuickBooks accurately and promptly.
• Maintain accurate records of petty cash transactions, including supporting documentation and receipts.
• Monitor and maintain the postage meter machine, including checking postage balances, monitoring usage, and ensuring sufficient funds are available for outgoing mail.
• Maintain proper documentation and supporting records for all accounting transactions.
• Maintain the confidentiality and security of financial information, records, and company documents.

Bank Reconciliation and Financial Recordkeeping

• Reconcile bank statements with company records in QuickBooks on a regular basis.
• Review financial transactions, identify discrepancies, investigate variances, and assist in resolving reconciling items.
• Ensure deposits, withdrawals, EFTs, and other banking transactions are accurately recorded.
• Maintain organized and complete accounting files and supporting financial documents.
• Maintain and monitor accounts receivable (AR) records to ensure accuracy and readiness for future audits.
• Review Nobility's statements of account (SOAs) to verify charges, balances, and supporting documentation before processing payments.
• Assist with the preparation and maintenance of financial records required for audits, tax reporting, and regulatory compliance.
• Scan and forward Explanation of Benefits (EOB) documents to India for processing and recordkeeping.

Payroll and Employment Tax Support

• Assist in preparing, reviewing, and scanning employee payroll forms to ensure accuracy and timely submission.
• Assist with the preparation and distribution of employee Form W-2s.
• Assist in preparing quarterly payroll tax reports and other required employment tax filings.
• Ensure payroll-related documents are properly organized, maintained, and secured.
• Handle employee payroll information with strict confidentiality.
• Assist with requesting and collecting required employee 2x2 identification photos.

Accounts Receivable and Customer Billing

• Assist in monitoring accounts receivable balances and maintaining accurate customer account records.
• Prepare customer invoices and ensure billing information is accurate and complete.
• Monitor customer payments and follow up on overdue accounts as directed.
• Review supporting documents to verify the accuracy of invoices and payments.
• Maintain records of outstanding balances, payment status, and collection follow-up activities.
• Assist in preparing accounts receivable documentation for internal and external audits.

Guam Medical Waste Management Support

• Prepare customer invoices for Guam Medical Waste Management services.
• Monitor customer payments, maintain accounts receivable records, and follow up on overdue accounts.
• Prepare and maintain contracts and related customer documentation.
• Assist with the preparation, organization, and maintenance of contract files and supporting records.
• Monitor and assist with the renewal of Defense Biometric Identification System (DBIDS) credentials for authorized personnel requiring access to Naval Base Guam and Andersen Air Force Base.
• Coordinate the collection and submission of required documents for base access credential renewals.
• Maintain accurate and organized records related to customer accounts, contracts, billing, and payment transactions.

Administrative and Operational Support

• Assist with courier duties and related deliveries or document transfers as needed.
• Monitor expiration dates and assist with the renewal of DBIDS identification credentials for Naval Base Guam and Andersen Air Force Base, as applicable to assigned personnel.
• Coordinate with internal departments and designated personnel to obtain documents, resolve accounting questions, and complete assigned tasks.
• Scan, file, and distribute accounting and administrative documents as required.
• Assist with maintaining orderly filing systems for financial, payroll, billing, and contract records.
• Perform other accounting, finance, and administrative duties as assigned by the Accounting Manager or designated supervisor.

QUALIFICATIONS AND REQUIREMENTS

Education and Experience

• High school diploma or equivalent required; an associate degree in accounting, business administration, or a related field is preferred.
• Previous experience in accounting, bookkeeping, accounts receivable, or general office administration is preferred.
• Experience using QuickBooks or similar accounting software is preferred.
• Familiarity with cash handling, bank deposits, account reconciliation, invoicing, and financial recordkeeping is an advantage.

Knowledge and Skills

• Basic knowledge of accounting principles and financial recordkeeping practices.
• Proficiency in Microsoft Office applications, particularly Excel and Word.
• Ability to accurately enter, review, and reconcile financial data.
• Strong organizational skills and attention to detail.
• Ability to manage multiple assignments and meet deadlines.
• Effective written and verbal communication skills.
• Ability to maintain confidentiality when handling financial, payroll, and employee information.
• Ability to work independently while collaborating effectively with other employees and departments.

CORE COMPETENCIES

The Accounting Assistant is expected to demonstrate the following competencies:

• Accuracy and Attention to Detail: Ensures accounting transactions, invoices, deposits, and financial records are accurate and complete.
• Confidentiality and Integrity: Protects sensitive company, financial, customer, and employee information.
• Organization and Time Management: Maintains orderly records and completes assigned duties within established deadlines.
• Accountability: Takes responsibility for assigned tasks and promptly communicates discrepancies or concerns.
• Communication and Teamwork: Coordinates effectively with coworkers, management, customers, and designated external contacts.
• Problem-Solving: Identifies accounting discrepancies and assists in resolving issues in a timely manner.
• Reliability and Adaptability: Demonstrates dependability and willingness to assist with operational and administrative needs as required.

PERFORMANCE EXPECTATIONS

The Accounting Assistant is expected to:

• Complete daily deposit preparation and related accounting entries accurately and within established deadlines.
• Maintain complete and accurate accounting records and supporting documentation.
• Assist with timely bank reconciliations and the resolution of discrepancies.
• Ensure invoices, payment records, and accounts receivable information are maintained accurately.
• Submit payroll-related documents and assist with required tax filings in a timely manner.
• Maintain organized files and records that are readily available for audits and management review.
• Monitor applicable renewal dates and promptly communicate upcoming DBIDS credential renewals.
• Follow established company accounting procedures, internal controls, and confidentiality requirements.
• Communicate unresolved issues, discrepancies, and potential delays to the appropriate supervisor.

GENERAL RESPONSIBILITIES

This job description is intended to describe the general nature and level of work performed by the Accounting Assistant. It is not an exhaustive list of all duties, responsibilities, or qualifications associated with the position.

Management reserves the right to modify, assign, or reassign duties and responsibilities as business needs require, consistent with applicable company policies and employment laws.SALARY: Competitive and commensurate with experience. Position is full time with benefits.

Job Type: Full-time

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• 401K Plan
• Gas Discount Card

Schedule:

• 8 hour shift
• Monday to Friday
• Saturdays half-day as needed

Experience:

• Accounting: 2 years (Preferred)

License/Certification:

• None required

Work Location:

• One location

Benefit Conditions:

• Only full-time employees eligible

Work Remotely:

• No

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off

Physical Setting:

• Office

Education:

• Bachelor's (Preferred)

Experience:

• QuickBooks: 2 years (Preferred)

Work Location: In person