Temporary Accounting Assistant

Description

 A few things to get out of the way real quick. 

• This is a temporary, part-time position working approximately 10-15 hours per week. 
• The assignment is expected to last three (3) to four (4) months.  
• This is a position that requires you to be in person at our office in Middleton, WI.  
• Work may be scheduled between 8:00 a.m. and 4:30 p.m., Monday through Friday. We will work with the selected candidate to establish a consistent schedule within those hours.  
• This opportunity may be especially well suited for a college student interested in gaining practical accounting and business experience. 

Position Summary: 

The Temporary Accounting Assistant supports the Accounting Manager and broader finance team by performing a variety of accounting and administrative tasks related to accounts payable, accounts receivable, and general bookkeeping. This position ensures timely and accurate processing of vendor invoices, payments, and client receipts to maintain effective cash flow and compliance with company policies. 

The Accounting Assistant plays an important role in maintaining financial accuracy and supporting efficient day-to-day accounting operations. 

Essential Duties & Responsibilities:   

Accounts Payable (AP) 

• Review, verify, and process vendor invoices, ensuring all necessary documentation and approvals are accurate prior to payment. 
• Prepare and process payments (checks, ACH transfers, and credit cards) in accordance with company policies and vendor terms. 
• Maintain up-to-date vendor records, including W-9s, contact details, and payment terms. 
• Reconcile vendor statements and resolve any discrepancies in a timely manner. 
• Communicate with vendors regarding invoice issues, credits, or payment inquiries. 

Accounts Receivable (AR) 

• Deposit and record client payments promptly and accurately. 
• Monitor overdue accounts and perform collection outreach when necessary. 
• Prepare and maintain aging reports to track outstanding receivables. 
• Communicate with clients professionally regarding billing and payment inquiries. 
• Maintain accurate customer records and ensure all receipts and transactions are properly documented. 

Accounting & Reporting 

• Assist with reconciling accounts payable and receivable transactions. 
• Provide support during audits and month-end close activities. 
• Maintain organized financial records and documentation in accordance with company retention policies. 
• Ensure adherence to internal control procedures and accounting best practices. 
• Support payroll functions by reviewing and entering employee time and expense data through the company’s third-party payroll system (e.g., Paylocity). 

Other Duties as Assigned 

• Assist with administrative or accounting projects as needed. 
• Support cross-departmental requests related to financial data or reporting. 

Requirements

•  In progress towards an associate’s degree in Accounting, Finance, or related field  
• 2+ years of experience in accounts payable, accounts receivable, or general accounting. 
• Proficiency in Microsoft Office Suite (Excel, Outlook, Word). 
• Experience with accounting software (Ajera, QuickBooks, or similar ERP systems preferred). 
• Strong attention to detail, accuracy, and organizational skills. 
• Excellent communication and customer service abilities. 
• Ability to manage multiple priorities and deadlines in a fast-paced environment. 

Preferred Qualifications:   

• Experience in the architecture, engineering, or construction (A/E/C) industry.  
• Familiarity with electronic payment processing and job-cost accounting systems.  
• Knowledge of GAAP accounting standards and bookkeeping principles.