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Accounting Administrative Assistant Resume Samples
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0-5 years of experience
Supported and assisted in coordination of a STORES accounting centralization project designed to transfer finance accountability for spare parts from each North American Mill to a central location
- Monthly reconciliation of stores inventory to the General Ledger for 29 mill locations; analyzed and compared reports on shipments, billing and surplus for each location to develop consistent practices and reduce the cost of write off discrepancies between actual and recorded data
- Identified and corrected system interface discrepancies between Purchasing, STORES and General Ledger
- Participated in the yearly physical inventory
0-5 years of experience
Sorted and batched checks, entered into system, and readied for deposit.
- Prepared journal entries to appropriate monies received into the correct revenue, expenditure or balance sheet
- Collected and analyzed data for the preparation of Interim and End-of-Year budget and financial reports for 2
- Prepared monthly Bank Reconciliation and year-end closing of books
- Facilitated downloading of raw data from SAP and organizing the information to create reports and charts
- Prepared and organized materials for annual audit
- Prepared inter-office memos and notices to various departments to provide account balances, salary
- Maintained the deposit database
6-10 years of experience
Compiled and sorted documents pertaining to HR and Accounting needs and requirements.
- Timely and accurately entered data into accounting records.
- Analyzed and reported any discrepancies regarding missing documents and customer inquiries.
- Prepared reports for management on an monthly and adhoc basis.
- Arranged all new hires testing and maintained updated employee files.
0-5 years of experience
Processed payments, documents and invoices, also pre-audited, verified, and processed employment reimbursements.
- Retrieved system reports, updated AR and AP weekly, balanced and reconciled financial transactions and accounts
- Designed/prepared spreadsheets for reconciliation and commissions
- Collaborated and presented all yearly audit data
- Prepared deposits to bank, post financial data to appropriate accounts in an automated accounting system
- Assisted with clerical and general office administration including but not limited to filing, processing forms, scanning, faxing, mail and receptionist services
- Prepared CEO’s documents, formal letters, packets, and travel arrangements.
- Assisted Operations Manager with project needs, financial inquires and inventory
- Answered/directed all incoming calls and handled caller inquiries
0-5 years of experience
Reported cash, credit card, declining balance, meal plan and catering accounts receivable for the Ted Constant Convocation Center and ODU Football Stadium
- Processed Accounts Payable to Corporate Office
- Prepared weekly financial files of 10 profit centers, 30 campus dining locations
- Created catering invoices for Accounts Receivable
- Assisted HR with employee orientations, focus groups, background checks,
- Reported monthly commissions to Client
- Assisted Cash and Banking with preparing daily cash deposits
- Distributed petty cash to managers and audited change fund
0-5 years of experience
Compiled also retained financial records of various daily spreadsheets and month-end reports. Researched invoices for discrepancies. Audited vendor contracts for compliance.
- Coordinator for time verification program; analyzed data and distributed weekly discrepancy report.
- Administrator for record retention and electronic filing. Managed challenging calendars, scheduled monthly meetings, coordinated global regional meetings; travel arrangements and expense reports.
- Overseen communications; preliminary contract negotiations and all aspects operation of new building.
- Coordinated and maintained building visuals, procured office furniture and supplies. Scheduled ergonomic and safety awareness meetings to promote a safe work environment.
- Administered premier professional representation as first point of contact when greeted clients.
- Managed demanding reception area proficiently handled extremely high volume switchboard of internal/external telephone inquiries also, domestic and international conference calls.
- Handled incoming, outgoing facsimile and parcels. Maintain conference room calendars, meeting schedules, equipment requirements, catering needs, logistics and facility layout.
0-5 years of experience
Researched and responded to inquiries from employees, including public and outside agencies
- Produced accurate and deadline driven payables invoice coding and data entry for six companies
- Created an instructional guide to navigate through the PeopleSoft Accounting System
- Managed multiple projects within deadlines constraints for Communication and Media departments
- Heavy customer records management including data and systems updates
6-10 years of experience
Verified adjustments are made to correct allocations and issued reports as required
- Processed and reconciled cash receipts, made deposits, and prepared reports
- Reconciled daily reports and accounts on a monthly basis using spreadsheets
- Checked for accuracy of computations and completeness for reports on a daily, weekly, and monthly basis
- Processed and applied payments and batches to proper accounts
- Administered online banking functions and checked financial accounts for accuracy
- Performed general office duties and administrative tasks
- Maintained incentive account and cut checks as needed
6-10 years of experience
Primary responsibility to support controller and accounting department associates as needed.
- Highly organized, with exceptional time management skills to complete a wide variety of tasks.
- Responsible for daily filing all customer files, which included both A/P and A/R documentation.
- Assisted in the processing of distributor rebates and verified all information was complete and accurate.
- Verified that distributors were accessing the correct contracts for their customers prior to invoicing.
- Received and assisted calls from distributors regarding inaccurate submissions of rebates.
- Dedicated individual, achieved reputation for consistently going beyond what is required
6-10 years of experience
Verifies invoice and other payment data and enters into integrated Accounts Payable system (OGSQL/DOVUE).
- Assists with coding invoices
- Analyzes payments and accounts to ensure that duplicate payments are not made and that any amounts owed to the company are applied against payments.
- Coordinates timely payment of all company obligations and evaluates purchase discount terms in order to maximize savings for the company.
- Prints checks for payment and organizes appropriate documentation.
- Processes void and stop payment checks and reissues when necessary.
- Ensures invoices are properly approved and documented prior to payment in accordance with Management’s Grant of Purchasing/Approval Authority.
- Provides payment information to both internal and external customers when requested.
0-5 years of experience
Processed a wide variety of travel payments
- Ensured that all required documentation is presented prior to payment
- Determined appropriate method of payment on complex issues
- Verified fiscal code on disbursement documents to ascertain payments are accurately recorded
- Maintained required supporting documents and official money papers for all processed payments
- Prepared and distributed tax documents to vendors and appropriate agencies
- Assisted with the orderly updates and conversion of system change that affect payment processing
- Reviewed, audited and processed payments to project vendors, consultants, subcontractors and other suppliers of goods and services
- Maintained and updated accounting and financial documents, including reproduction and filing
6-10 years of experience
- Communicated with management and employees to answer questions regarding payroll discrepancies.
- Reviewed and processed weekly payroll reports for 7,000 employees.
- Identified and corrected payroll errors to ensure employees were paid accurately and timely.
- Maintained confidential information, such as pay rates and pay grades.
- Trained management on payroll processing procedures.
- Assisted with monthly accounting close and prepared journal entries.
- Special assignments as requested by management.
6-10 years of experience
Tracked hours and dollar amounts charged to each client job to calculate fees for telecommunications services
- Prepared itemized invoices and recorded amounts due for items purchased and services rendered
- Answered email and telephone inquiries regarding rates and procedures
- Contacted customers to obtain or relay account information
- Typed shipping labels and credit forms
- Kept invoice records and supported documents
0-5 years of experience
- Maintained detailed calendars of appointment schedules for business meetings, conferences, domestic/international travel arrangements, and special events.
- Placed in front reception area and welcomed guests. Received and directed telephone calls.
- Placed facilities requests, ordered office supplies and maintained inventory for each departments.
- Prepared and organized expense reports for executive members.
- Responsible for accounts payable functions including processing invoices for payment accompanied by a corresponding purchase order and invoices approved by department heads by entering into SAP.
- Processed and follow-up on expense reports, purchase orders, and budgeted purchase items for accounting dept.
- Edited and formatted accounting documents and maintained filing
0-5 years of experience
Manage front desk performing administrative/clerical duties for a 25-staff office
- Ensure an accurate accounts payable system processing invoices in Deltek Vision accounting software
- Monitor progress payment releases and prepare reconciliation reports for collections
- Assist with preparing month-end project financial analysis for upper management
- Track project status to meet monthly budget forecast
- Independently manage office supply stock using cost-effective resources
0-5 years of experience
Perform accounts payable functions and ensure compliance with accounting deadlines.
- Receive invoices or bills from vendors, get them sanctioned and arrange for payment. Review, audit and pre-approve invoices.
- Compile and review source documents, such as vouchers, invoices, purchase orders, and cash receipts, for completeness and accuracy, and prepares reports.
- Setup new vendors in AP system and maintain vendor files and contact vendors regarding invoice discrepancies and resolve.
- File and maintain a record of various supporting documents sent and received by the organization for reconciliation purposes.
- Review, audit and pre approve parking passes and after hours building access passes as well as tracking in database for over 300 building occupants.
0-5 years of experience
- Screened resumes, conducted preliminary phone interviews and scheduled interviews
- New associate on-boarding
- Performed personnel file audits and maintenance including I9 compliance
- Employee Benefits Administration & coordination of open enrollment
- Employee handbook updates and distribution of changes to employees
- Provided Accounting assistance – reconciliations, AP, AR
0-5 years of experience
- Prepared payroll for over 100 employees for both SW & NW divisions.
- Responsible for entering all cash receipts for all three divisions.
- Responsible for entering all accounts payable for all three divisions.
- Maintained new employee database/vacation spreadsheet for all three divisions.
- Provided employees with HR assistance/benefit information/payroll questions/terminations.
0-5 years of experience
- Responsible for counting and making timely deposit of daily cash sales
- Arrange travel for employees and family members, as well as other airline employees
- Responsible for scheduling, filing of employee records, monitoring email, and reporting to department and station managers
- Provided excellent internal customer service
- Completely revamped the accountable documents logging system station wide
- Implemented new logging system for accountable documents which changed our failing audit to 100% accountability and passing
- Organized fundraising and company events for [company name] Community Affairs
Accounting Administrative Assistant Duties and Responsibilities
The type of organization an Accounting Administrative Assistant works for will determine their particular responsibilities, however, there are several main duties all Accounting Administrative Assistants perform. A review of current job listings identified the following primary tasks and responsibilities.
Perform Basic Accounting Duties Accounting Administrative Assistants support accountants and other financial staff by performing some of the basic accounting duties. This may include preparing deposits, processing payments, creating financial reports, assisting with the budget planning, preparing and submitting tax forms and maintaining financial databases and spreadsheets. The scope of these duties will vary depending on the type and size of an organization, but Accounting Administrative Assistants must have working knowledge of basic accounting functions.
Provide Administrative Assistance Accounting Administrative Assistants also assist in administrative or clerical duties. They may answer phones, greet customers, make appointments, file paperwork, perform data entry, scan documents, receive and sort mail, and any other tasks that contribute to the function of the accounting department. Most Accounting Administrative Assistants will find themselves performing these types of duties every day.
Accounting Administrative Assistant Skills
An Accounting Administrative Assistant must be reliable and highly organized. They should possess excellent communication skills both verbally and in writing and work equally well independently and in teams. In addition to these traits, employers look for applicants with the following skillset. Core skills: Based on job listings we looked at, employers want Accounting Administrative Assistant with these core skills. If you want to work in Accounting Administrative Assistant, focus on the following.
- Proficient in computer software programs, such as Microsoft Office applications
- Strong typing skills, 50+ wpm
- Experience with office equipment such as fax machines, copiers, and scanners
- Basic mathematical skills
- Basic knowledge of accounting and financial principles
Advanced skills: While most employers did not require the following skills, multiple job listings included them as preferred. Add these to your skillset and broaden your career options.
- College degree in Accounting or related field
- Proficient with QuickBooks or similar software
Accounting Administrative Assistant Resources
There are more helpful and informational resources available on the Web for those interested in working in Accounting Administrative Assistant. We scoured the internet and found these links full of learning opportunities and the latest industry news. On the Web
Assistant Edge – This site is a resource center for Administrative Assistants looking for news and articles about their profession. A great place to learn more about the duties and responsibilities as well as learn useful tips from those working in the field.
Accounting Today – This online magazine offers the latest news, in-depth articles, and editorial analyses for tax and accounting professionals. There are sections dedicated to financial planning and current news, as well as a plethora of resources. It is a great resource for those looking to learn more about the accounting industry. Accounting Administrative Assistant Books
Accounting Made Simple: Accounting Explained in 100 Pages or Less – This resourceful book explains accounting without using any technical jargon or complicated terms. It covers all aspects of accounting including preparing financial statements and the Generally Accepted Accounting Principles (GAAP).
The Innovative Admin – This books doubles as both an entertaining read and a useful guide on how to think outside the box and bring innovation and something new to an administrative assistant position.
Administrative Assistant’s & Secretary’s Handbook – A great resource for all administrative duties one might be expected to perform. It provides best practices as well as detailed information on the most common software programs assistants use in their work. Industry Groups
The Association of Executive and Administrative Professionals – AEAP is a membership organization supporting those working in the administrative industry. They offer members a large and active community to share ideas and thoughts with, as well as educational opportunities and job placement assistance.
International Association of Administrative Professionals – IAAP was founded in 1942 and strives to bring awareness to the administrative professions. To do this they offer certifications, education and training, and help to set standards and guidelines for the industry.
American Accounting Association – Founded in 1919, AAA boasts the largest community of accountants in academia. They are also the industry leader in research and publications in the accounting field and offer a wide range of industry news and resources.
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Accounting Administrative Assistant
Last edited by: Gabriela Barcenas, CONTENT STRATEGIST -
Gabriela Barcenas
CONTENT STRATEGISTGabriela is a Certified Professional Resume Writer (CPRW) and career adviser. With 10 years of digital media experience and five years of resume writing expertise, her publication history includes fashion, education, travel, social justice, equitable design and career advice.
