Job Description

Job Title: Accounting Assistant

Reports to: Controller

  Position Information:  The Accounting Assistant is responsible for accounts payable and accounts receivable and assisting the Controller with other accounting functions. Must present a professional appearance.

Position Responsibilities are to assist with:

• Reconcile invoices with receiving documents and/or verify approval of invoices prior to payment.
• Pay miscellaneous invoices.

• Print checks for payment.
• Attach checks to invoices and forward to Controller for approval.
• Post receivable checks to accounts.
• Reconcile multiple accounts.
• Maintain various Excel worksheets.
• Process daily bank deposits.
• Make journal entries appropriate to daily sales.
• Maintain change in petty cash box (stock with adequate change).
• Complete all training as directed by supervisor.
• Follow policies and procedures as set forth in Employee Handbook.
• Any other duties as assigned.
• Prepares daily bank deposit.
• Prepare daily cash report.
• Reconcile cash boxes.
• Post mechanics' time records daily.
• Post manual journal entries, counter tickets not posted by the computer system, and any other postings as required.
• Maintain control of posted documents.
• Post monthly standard entries.
• Set up fixed asset and prepaid asset accounts.
• Work with office staff to ensure timely completion of assigned tasks.
• Prepare payroll on a timely basis, post payroll, and maintain payroll records.
• Prepare tax reports, tax deposits and tax returns in a timely, accurate manner.
• Maintain payables control: post invoices, prepare checks, and reconcile statements.
• Post additions and modifications to inventory, both to manual stock record sheets and to the computer.
• Reconcile inventories monthly and provide Business Manager with proposed adjustments.
• Reconcile open cash weekly.
• Reconcile select account monthly, prior to month end.
• Assist in completion of annual review/audit.
• Complete end-of-month accounting reports.
• Prepare employee health/life benefit payments.
• Keep an updated file of all job descriptions.
• Prepare monthly report for use in commission calculations.
• Prepare floorplan payoffs reconcile floorplan monthly
• Prepare sales commission/chargeback detail reports.
• Prepare tax and title documents.
• Submit all legal transfer documents to the DMV.
• Prepare stock cards for new and used vehicles.
• Receive and process paperwork from the F&I department.
• Prepare payoff checks for new vehicles and trade-ins.
• Post vehicle sales and purchases.
• Input inventory control information.
• Report new car sales to the manufacturer.
• Order new vehicles on computer.
• Register extended service policy contracts.
• Prepare trade-in vehicle jackets.
• Ensure that name and address filed are updated on an ongoing basis.

Knowledge, Skills and Abilities Required:

Education: High school diploma or the equivalent and some accounting/finance college courses.

Experience: At least one year of general office and accounting/finance experience.

Special Skills: Ability to read and comprehend instructions and information quickly. General math skills. Ability to use personal computer applications including word processing and spreadsheet applications.

Physical Demands and Working Conditions:

Frequently works on a computer or other “close vision” tasks. Finger and hand dexterity required to operate a cash register and handle cash. Occasionally requires the ability to lift 50 pounds of material.

THE ABOVE DECLARATIONS ARE NOT INTENDED TO BE AN “ALL-INCLUSIVE” LIST OF THE DUTIES AND RESPONSIBILITIES OF THE JOB DESCRIBED OR OF THE SKILLS AND ABILITIES REQUIRED TO PERFORM THE JOB. RATHER, THEY ARE INTENDED ONLY TO DESCRIBE THE GENERAL REQUIREMENTS OF THE JOB.

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Signature (Employee) Date

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Signature (Supervisor) Date

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