Assistant Accountant

Accounting Washington, District Of Columbia


Description

Key Responsibilities and Accountabilities:

  • Receive incoming invoices from vendors, freelancers and employees through emails and via post.
  • Record incoming invoices and distributed them to the appropriate department for verification and approvals.
  • Record payment request forms that are brought to finance and distributed to the appropriate person within the Finance team according to the work flow.
  • Notify and record the appropriate employee, vendor or freelancer if an invoice was rejected and the reason for such action.
  • Notify department coordinators if invoices were not received back to finance and provide a timetable on weekly basis invoices past one week, 3 weeks and over 30 days.
  • Answer staff and vendor queries regarding payment status.
  • Contact vendors for necessary information e.g. bank information, W9 or address for payment.
  • Organize contracts, rate cards, CES W-9, etc. for electronic and physical files.
  • Organize vouchers with checks and prepare them for signatures.
  • Insure all is correct before making copies of the checks for financial records before sending them out via post, FedEx and mail folders.
  • Scan, organize and record all payments for electronic and physical files.
  • Set invoices up for payment and process requests.
  • Assist in reconciliation of advances to suppliers and preparing analysis of accounts.
  • Conduct basic checking, sorting, and matching invoices.
  • Match vendor data in accounting system with the data in vendor's invoice and suggest needed changes.
  • Maintain proper documentation in payment request.
  • Prepare, examine, or analyze accounting records.
  • Develop, implement, modify, and document recordkeeping.
  • Review and reconcile monthly Bureau expenses
  • Assist in replying to local staff & supplier inquiries.
  • Review, code and process invoices into financial reporting system in an accurate and timely manner for all categories of expenses.
  • Ensures that proper documentation exists (ie authorized signatures, calculations, supporting backup), prior to processing payments.
  • Enter data into CES and Programming logs.
  • Prepare CES and Programs actual vs budget reports on monthly basis.
  • Prepare and review aging reports
  • Process and distribute A/P checks
  • Resolve accounts payable inquires and discrepancies; enforce AP procedures
  • Review and analyze employees bureaus expenses on a regular basis
  • Maintain AP records
  • Prepare wire transfer forms;
  • Ensure news story budgets schedule is maintained and updated at all times. Ensure budget is available prior to entering transactions.
  • Perform budget vs actual variances
  • Provide AP aging reports at the beginning of each month and investigate and explain past due invoices.
  • Work closely with Travel Coordinator to ensure all relevant costs are charged to relevant cost codes, and keep track of the actual spending.
  • Issue invoices in schedule all, and reconcile them to work orders on a daily basis.
  • Assist in year-end 1099 preparation.
  • Assist with providing backup documents for Audit.
  • Perform other duties relevant to the job as requested
Job Requirements / Qualifications:
  • Minimum 1 year of professional related experience.
  • Financial accounting principles, review and audit techniques
  • IFRS and state financial regulations for bureaus
  • General knowledge and understanding of International taxation
  • Accounting systems especially in ERP