Accounting Clerk & Administrative Support

Accounting Clerk & Administrative Support

Job Description: Accounting Clerk & Administrative Support

Reports to: CFO

Job Summary: The Accounting Clerk and Administrative Support Specialist is responsible for accurately processing invoices, managing accounts payable functions, and ensuring timely and accurate payroll processing. The Accounting Clerk will play a crucial role in maintaining financial records, resolving discrepancies, and supporting the CFO in various tasks.

Essential Functions:

1. Regularly, process invoices accurately and timely, ensuring proper coding and approval.
2. Print checks and pay bills on line once approval has been granted. Gather signatures on checks and distribute appropriately in person and/or via mail. 
3. Monthly, reconcile vendor statements, resolve discrepancies, and communicate effectively with vendors regarding payment status.
4. Consistently, maintain accurate and organized accounts payable files and records.
5. Assist in month-end closing procedures, including accruals and reconciliations.
6. Enter bills and credit card information into QuickBooks on a monthly basis, double-checking for accuracy.
7. Maintain time clocks and collect timesheets needed to prepare payroll.
8. Prepare and process bi-weekly payroll for employees, ensuring accuracy and compliance with relevant regulations.
9. Export payroll into QuickBooks. 
10. Calculate and process employee deductions, including taxes, benefits, garnishments, and Paid Time Off (PTO) in a timely manner.
11. Respond to employee inquiries regarding payroll matters in a timely and professional manner.
12. Stay updated on changes in payroll and accounting regulations, ensuring compliance with federal, state, and local laws.
13. Collaborate with HR to ensure accurate employee data and resolve discrepancies.
14. Assist CFO in Audit preparation by gathering reports and other documents for auditors as requested.
15. Assist in ad-hoc financial projects and tasks, as assigned.
16. Review data for deficiencies or errors, correct any incompatibilities, if possible, and check output.
17. Generate reports as requested.
18. Scan documents and print files, when needed.
19. Keep information confidential.
20. Comply with data integrity and security policies.
21. Maintain order and organization in all financial, personnel, property, and corporate documents. 
22. Work with the IT person to ensure that data is able to display accurately for meetings on various computer platforms.
23. Active member of Hinton’s Safety Team participating in training, following safety procedures, and encouraging a safe work environment at all times.
24. Maintains a safe work environment for themselves, colleagues, and guests.
25. Promotes a positive work environment by treating all co-workers and guests with dignity and respect. And follows chain of command to foster efficient and effective communication.

Secondary Functions:

1. Answer a multi-line phone professionally and in a timely manner.
2. Assist guests in office, as needed.
3. Pick up mail from Post Office daily and distribute to appropriate parties in the absence of the Administrative Assistant.
4. Take mail to Post Office daily for processing in the absence of the Administrative Assistant.
5. Assist with special projects as needed and when directed by program staff and President/CEO.
6. Safely and legally operate vehicle when necessary.

• Qualifications: High school diploma or equivalent. Detail oriented with strong organizational skills, with an understanding that minimal errors can cause a huge impact on the organization. Must have excellent typing skills with a focus on speed and accuracy. Proven data entry work experience. Excellent knowledge of correct spelling, grammar, and punctuation. Ability to maintain confidentiality. High school diploma; additional computer training or certification will be an asset.