Position Summary:

Winter Growth, Inc. is seeking a highly organized and detail-oriented Accounting Assistant to provide administrative and basic accounting support to the Accounting Department.

The Accounting Assistant will work closely with the Accounting Coordinator to maintain organized records, create and maintain electronic filing systems, update Excel spreadsheets and tracking logs, organize routine accounting documentation, and assist with basic accounts payable and accounts receivable support.

This position will have limited access to financial information and accounting systems. The Accounting Assistant will not be responsible for billing, processing payments, managing bank accounts, payroll, or other sensitive financial functions.

The ideal candidate is highly organized, comfortable with technology and Excel, and has enough basic accounting knowledge to understand common accounting documents and terminology.

Essential Duties and Responsibilities:

Electronic Filing & Document Management:

Create and maintain organized electronic filing systems for the Accounting Department.
Develop logical folder structures and consistent file-naming conventions.
Organize documents within shared electronic folders and network drives.
Scan, rename, save, upload, and appropriately file documents.
Maintain organized paper files when needed.
Review existing files and assist with reorganizing documents into standardized filing systems.
Ensure documents are filed consistently and can be easily located when needed.
Identify missing, duplicate, incorrectly named, or incorrectly filed documents.
Assist with archiving prior-year and inactive records according to established procedures.
Help maintain written procedures for electronic and paper filing systems.

Excel & Tracking:

Create, update, and maintain basic Microsoft Excel spreadsheets.
Maintain departmental logs, checklists, schedules, and tracking sheets.
Accurately enter information into established spreadsheets and templates.
Sort, filter, format, and organize spreadsheet data.
Use basic Excel formulas and functions.
Review spreadsheets for missing information, duplicate entries, or obvious inconsistencies.
Assist with developing spreadsheets and tracking tools to improve Accounting Department organization.

Accounts Payable & Accounts Receivable Support:

Organize routine vendor invoices and supporting documents.
Maintain organized vendor documentation and electronic files.
Match routine documents and supporting records as directed.
Assist with tracking whether required documentation has been received.
Organize basic accounts payable and accounts receivable documentation.
Assist with researching or locating supporting documentation at the direction of the Accounting Coordinator.
Maintain basic logs and tracking spreadsheets related to AP and AR activities.
Identify missing documentation and bring it to the Accounting Coordinator's attention.

General Accounting & Administrative Support:

Perform basic accounting-related data entry as assigned.
Scan, copy, upload, organize, and file Accounting Department documents.
Maintain departmental checklists and recurring task lists.
Assist with gathering and organizing documents for Accounting projects.
Help maintain an organized Accounting Department and shared electronic workspace.
Assist with special projects, document cleanup, and process-improvement projects.
Assist with developing written procedures, instructions, and organizational systems.
Perform other basic accounting and administrative support duties as assigned by the Accounting Coordinator.

Required Qualifications:

High school diploma or equivalent.
Previous office, administrative, bookkeeping, accounting assistant, or similar experience preferred.
Basic knowledge or experience with accounting, bookkeeping, accounts payable, and/or accounts receivable.
Proficiency with Microsoft Excel, including data entry, formatting, sorting, filtering, and basic formulas.
Strong general computer skills.
Experience working with electronic files, shared folders, PDFs, and scanned documents.
Strong filing and document-management skills.
Excellent organizational skills and attention to detail.
Ability to create and maintain logical, consistent organizational systems.
Ability to accurately follow established procedures.
Ability to identify missing information and inconsistencies.
Ability to manage multiple assignments and recurring responsibilities.
Ability to work independently after receiving direction.
Dependable and consistent follow-through.

Preferred Qualifications:

Previous experience supporting an Accounting or Finance Department.
Experience creating or reorganizing electronic filing systems.
Experience maintaining Excel tracking spreadsheets.
Familiarity with basic accounting terminology and documentation.
Experience in a nonprofit, healthcare, assisted living, adult day program, or similar office environment.

Scope of Position:

The position is primarily intended to provide organizational, documentation, Excel, filing, and basic administrative accounting support to the Accounting Coordinator.

Ideal Candidate:

The ideal candidate is exceptionally organized and enjoys creating order and structure. They should be comfortable taking a large number of documents or electronic files and developing a clear, consistent system for organizing them.

They should have basic accounting knowledge so that common terms such as invoice, vendor, accounts payable, accounts receivable, credit, expense, and supporting documentation are familiar to them.

Most importantly, this person should be accurate, dependable, comfortable with computers, strong in Excel, and able to take ownership of routine organizational and administrative tasks with limited supervision.

Winter Growth, Inc.

Accounting Assistant

About the Job