Accounting Assistant

Position:         Accounting Assistant

Job Type:       Full-Time (Monday thru Friday, 6 AM-2 PM)

Location:        Washington, DC (no remote available)

Pay:                Competitive, Salary

Duties Include:

Payroll

• Collect employee timecards, review for accuracy and completeness, and follow up on missing or unapproved time.
• Calculate job cost on timecards to ensure accurate project labor cost.
• Track and record all paid time off per company policies.
• Reconcile expense reports and installer time and submit for approval.
• Enter hourly and salary time and expenses into accounting system on a weekly basis in accordance with the established payroll processing schedule.
• Verify payroll for accuracy and completeness and meet with human resources to ensure all changes have been updated.
• Generate and review reports against weekly spreadsheets and provide reports to financial officer for final review and approval.
• Print and mail payroll checks and direct deposit slips to employees.
• Maintain payroll files and payroll data ensuring data is secure using established procedures.
• Submit weekly certified payroll reports using 3^rd party vendors and form WH-347.

Accounts Payable

• Respond to external vendors and internal clients regarding all aspects of the accounts payable process, including processing invoices for payment, open purchase orders, and resale certificates.
• Research information to provide accurate and timely solutions to internal clients and vendors.
• Verify the accuracy of vendor invoices and confirm that the correct purchase order and/or job or general ledger account codes are used.
• Enter invoices into Star builder accounting system; accurately reflecting discounts, posting periods, and due dates.
• Produce reports for weekly disbursements and open items for review by financial officer.
• Generate payment to vendors weekly and match the check with backup for review by the financial officer.
• Maintain vendor files and information to ensure easily available information.
• Review monthly vendor statements and address any outstanding invoices.
• Enter hand checks into accounting system monthly ensuring correct general ledge account codes are used.
• Monitor open purchase orders to ensure invoices as posted correctly and closed when paid in full.
• Maintain documents for annual FSC audit and assist purchasing in preparing for annual audit.
• Reconcile and replenish petty cash as needed.

Accounts Receivable

• Collaborate with project managers and others to ensure billing accuracy.
• Generate monthly AIA invoices for each project.
• Prepare and submit complete billing submittal packages in accordance with general contractor requirements for each project.
• Enter change proposals into accounting system and file.
• Review and request change orders from general contractors.
• Resolve project specific customer and internal billing matters.
• Reconcile billing and payment discrepancies.
• Complete and file lien waivers as needed.
• Maintain job files (both hard files and electronic).
• Process and post cash receipts against open AR.

Minimum Qualifications:

• Experience with Microsoft Office (Excel, Word, and Outlook).
• Must be able to multi-task and adjust to new situations quickly.
• Excellent organizational, analytical, and investigative skills.
• Must be extremely detail oriented.
• Ability to work independently and as part of a team.
• Strong problem-solving skills.
• Willingness to learn and assume increasing responsibilities.
• Ability to display thorough and logical follow-through on any given task or project.
• High numerical aptitude
• Proficient typing and 10-key skills
• High School Diploma or GED