Administrative/Accounting Assistant

Work Schedule: Part-time, 25 hours per week, 9 a.m. – 2:30 p.m.

JOB SUMMARY: To contribute to the accuracy and efficiency of financial operations by leveraging strong organizational skills, attention to detail, and knowledge of accounting principles, while supporting the accounting team in achieving organizational goals

ESSENTIAL DUTIES AND RESPONSIBILITES:

Process producers authorized payments in accordance with owner indications.

Generate border crossing or customer invoices, record sales transactions, and reconcile customer accounts. Follow up on outstanding receivables, resolve billing discrepancies, and ensure timely collection of payments.

Assisting in reconciling bank statements and identifying discrepancies.

Assist in maintaining accurate and up-to-date general ledger accounts, recording all financial transactions and adjustments.

Assist in the preparation of monthly, quarterly, and annual financial reports, including income statements, balance sheets, and cash flow statements.

Analyze financial data and trends to identify areas of improvement or concern. Provide insights and recommendations to management for decision-making and strategic planning.

Assist with preparation of tax returns, including income tax, sales tax, and payroll tax filings. Ensure compliance with tax laws and regulations and coordinate with external tax advisors as necessary.

Implement and maintain internal controls and procedures to safeguard assets, prevent fraud, and ensure compliance with accounting standards. Conduct periodic audits and reviews to assess control effectiveness.

Utilize accounting software systems (e.g., QuickBooks) to record and track financial transactions, generate reports, and streamline accounting processes.

Assist with the process of vendor invoices, reconcile purchase orders with receipts, and prepare payments for approval. Ensure timely and accurate payments to vendors while adhering to payment terms and internal controls.

Assist with special projects, financial analysis, or other tasks as assigned by management. Provide support during financial audits, reviews, or due diligence processes.

Managing files, correspondence, and scheduling meetings for the accountant.

Manage and organize office files, ensuring easy access and secure storage of documents.

Prepare and present regular reports, analyses, and updates on operational performance, trends, and outcomes.

Phone call management.

Other duties as assigned.

QUALIFICATIONS/SKILLS/REQUIREMENTS:

High School degree required. Bachelor’s degree preferred.

One Year of related experience

Proven experience as a bookkeeper or similar role.

Proficiency in accounting software applications, such as QuickBooks or similar platforms.

Attention to detail, accuracy, and confidentiality in handling financial information.

Strong analytical and problem-solving skills, with the ability to interpret financial data and trends.

Excellent communication and interpersonal skills, with the ability to work collaboratively with colleagues and stakeholders.

Ability to multitask.

Knowledge of office administration best practices.

Knowledge of accounting principles and practices.

Professional certification such as Certified Bookkeeper (CB) or Certified Public Accountant (CPA) a plus, but not always required depending on experience and skills.

Projects management.

Computer usage.

Information analysis.

Phone and email etiquette.

Bilingual (English/Spanish).