Accounting Assistant

Job Summary:

The Accounting Assistant supports daily financial operations by processing accounts payable and receivable, maintaining accurate records, and assisting with invoice reconciliation and reporting. This role ensures timely payments, resolves vendor issues, and contributes to efficient office workflows through software proficiency and standardized procedures. Strong attention to detail, communication skills, and a collaborative mindset are essential to uphold the company’s mission and support cross-functional teams.

Essential Duties & Responsibilities:

• Compiles and sorts documents, such as invoices and checks, substantiating business transactions.
• Audits invoices against purchase orders and research discrepancies.
• Investigates problems that vendors or purchasing agents have with obtaining payment for bills.
• Computes and records charges, refunds, cost of lost or damaged goods, freight charges, rentals, and similar items.
• Prepares vouchers, invoices, checks, account statements, reports, and other records, and reviews for accuracy.
• Maximizes office productivity through proficient use of appropriate software applications.
• Research and develops resources that create a timely and efficient workflow.
• Establishes uniform correspondence procedures and style practices.
• Maintains contact with customers and outside vendors.
• Process accounts payable, including invoice processing, coding, and scheduling payments.
•  Maintain all records involving accounts payable.
•  Process accounts receivable, including invoice preparation.
•  Assist senior accounting staff to ensure that billings, sales tax reports, lien waivers/releases of claims, and other critical project documentation are complete and submitted as required.
•  Assists employees, vendors, clients, or customers by answering questions related to accounts, procedures, and services.
•  Typing of letters, reports, and forms.
•  Performs special projects as directed.
•  Serve as periodic backup switchboard operator.
•  Work well with co-workers and promote an atmosphere of harmony and teamwork.
•  Perform duties consistent with the SPC Mechanical Mission Statement
• Other duties may be assigned as needed.

Qualifications:

• 1–3 years of experience in accounts payable/receivable or general accounting
• Strong attention to detail and accuracy in data entry and financial records
• Experience working with vendors, purchase orders, and invoice reconciliation
• Prior work in a construction, mechanical, or service-based industry is a plus
• Strong attention to detail and accuracy in data entry and financial records
• Advanced Microsoft Excel skills (pivot tables, VLOOKUP, formulas)
• Ability to research and resolve discrepancies independently
• Excellent organizational and time management skills
• Strong written and verbal communication for customer/vendor interaction
• Ability to handle confidential information with discretion

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to sit. The employee is frequently required to use their hands to finger, handle, or feel, and talk or hear. The employee is occasionally required to reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds.