Accounting Assistant

The Accounting Assistant will have a high attention to detail, be able to understand and assist in the entire accounting process. At this time, we are primarily looking for a person to manage timekeeping, process payroll, process accounts payables, assist with cash handling, and handle minimal purchasing. Future needs might include some receivables, or monthly journal entries. This position requires a strong work ethic and willingness to do a wide variety of tasks, work with others, prioritize, and communicate to meet deadlines. The Accounting Assistant reports to the Controller within the Finance Department.RESPONSIBILITIES - Payroll (25%)Accurately process bi-weekly payroll for 140 employees using the Paycom system.Review employee time-cards for accuracy and investigate potential errors and inconsistenciesWork with supervisors and managers to complete time-card approvalsEnter deduction changes for non-insurance related deductions in employee profilesVerify changes such as wage adjustments, deduction changes, new hires, and terminations entered by HRWorks closely with the Human Resources team to address discrepancies and corrections regarding insurance related deductionsMaintains the general ledger accounts and mapping in PaycomIssue and record adjustments to pay related to previous errors or retroactive increasesReview manual adjustments listed on the payroll adjustment log for accuracy and enter manual adjustments in the pay registerManage year end activities including reviewing and approving W2sMaintain confidentiality and ensure accurate documentation of payroll files and reportsWork with HR and finance teams to coordinate payroll-related tasks and improve processesPrepare payroll reports for human resources, finance, philanthropy, and external auditorsProcess garnishment orders in the payroll systemStay informed about changes in tax and deduction laws that apply to the payroll processMaintains state wage tax and unemployment accounts, including setting up new accounts when necessaryAll other payroll related duties as assigned by the Payroll Supervisor, in coordination with the ControllerRESPONSIBILITIES - Payables (75%)Perform verification and processes payables via PaperSave software in a timely manner to meet payment requirementsReview invoices for mathematical accuracy and completenessVerify and acquire necessary approvals to authorize for paymentArrange invoices for payment and post transactions to journals, ledgers, and other recordsHandle disbursements to vendors and employees, including ACH, bank draft, check and wire paymentsVerify and process employee travel reportsLowell Observatory purchasing cards oversight and reconciliation including vendor accounts and commercial credit cardsHandles purchasing requests from staff and monitors company-wide supplies.Maintains proper supporting documentation and enters coding in company’s online credit card system.Assists with weekly cash deposit and / or start-up cashHandles remote deposits using bank check scanner, reconciling checks against internal reports.Monitors postage meter, including loading postage funds as needed & downloading monthly postage reportPrepare reports and other activities (such as making scans, pulling invoices, etc.) to assist with annual audit, all files are maintained electronicallyReview, prepare and distribute annual 1099-MISC and 1099-NEC formsNotarize organizational and employee documents(Lowell will support obtaining notary certification)All other accounting-related duties as assigned by the ControllerQUALIFICATIONSExcellent computer skills : Word, Excel, Google Mail and DocsPayroll processing experienceAbility to communicate and interact with individuals at all levels of the organizationAbility to work in high pressure environmentsHighly detail-oriented; Strong analytical and problem-solving skillsExcellent planning, organizational, and administrative skillsAbility to understand and comply with existing procedures and willing and capable to improve upon themPositive and professional attitudeEDUCATION / EXPERIENCECollege coursework in accounting or business, College degree preferred. Experience working in a professional accounting office, preferably in a non-profit. Experience working with Financial Edge NXT, PaperSave and Paycom software preferred, but will be trained. Payroll certification is a plus.