Key Responsibilities and Required Skills for a Financial Assistant

🎯 Role Definition

This role requires a motivated and meticulous Financial Assistant to join our dynamic finance team. In this pivotal role, you will be the backbone of our financial operations, providing essential support to ensure the accuracy and integrity of our accounting processes. You will work closely with the Financial Controller and Staff Accountants, handling key responsibilities from accounts payable and receivable to bank reconciliations and financial reporting. This is an excellent opportunity for an emerging finance professional to gain comprehensive experience and contribute directly to the financial health and success of our organization.

📈 Career Progression

Typical Career Path

Entry Point From:

Recent Graduate (Finance, Accounting, or Business)
Administrative Assistant with financial duties
Data Entry Clerk or Accounting Clerk

Advancement To:

Staff Accountant
Financial Analyst
Junior Controller

Lateral Moves:

Accounts Payable/Receivable Specialist
Payroll Coordinator
Treasury Assistant

Core Responsibilities

Primary Functions

Process and verify a high volume of accounts payable invoices, ensuring proper coding, necessary approvals, and adherence to company payment cycles.
Prepare and execute weekly payment runs via ACH, wire transfer, and check, managing vendor communications regarding payment status.
Manage the accounts receivable process, including generating and sending customer invoices, tracking payments, and performing soft collections on overdue accounts.
Perform daily and monthly bank reconciliations for multiple accounts to ensure all transactions are accurately recorded and discrepancies are promptly investigated and resolved.
Assist with the month-end and year-end closing processes by preparing journal entries, reconciling balance sheet accounts, and compiling supporting documentation.
Maintain and update the general ledger, ensuring the integrity and accuracy of all financial data entered into the accounting system.
Manage and reconcile corporate credit card statements and employee expense reports, ensuring compliance with company travel and expense policies.
Prepare and distribute routine financial reports, such as aging reports, cash flow summaries, and budget-to-actual variance analyses for management review.
Assist in the preparation of financial statements, including the Balance Sheet, Income Statement, and Statement of Cash Flows.
Maintain organized and compliant digital and physical financial filing systems to ensure easy and secure retrieval of documents.
Respond to inquiries from vendors, customers, and internal departments regarding financial transactions, policies, and procedures.
Support the finance team in tracking capital expenditures and maintaining the fixed asset register, including depreciation schedules.
Aid in the processing of payroll by verifying timesheet data and providing necessary reports to the payroll manager.
Monitor and manage office supply budgets and process purchase orders for various departments in accordance with procurement policies.

Secondary Functions

Assist with the preparation for internal and external audits by gathering necessary documentation, preparing schedules, and providing explanations for selected transactions.
Support the annual budgeting and quarterly forecasting process by collecting data from various departments and preparing preliminary analysis spreadsheets.
Investigate and resolve complex billing discrepancies, payment issues, or non-standard inquiries from key vendors and clients.
Contribute to the continuous improvement of financial processes and systems by identifying inefficiencies and recommending potential solutions.
Generate ad-hoc financial reports and analyses as requested by senior management to support strategic decision-making.
Participate in the implementation and testing of new financial software or system upgrades.
Ensure compliance with local, state, and federal government reporting requirements and tax filings by assisting in data preparation.
Cross-train on other accounting functions to provide backup support for team members during absences or peak workloads.

Required Skills & Competencies

Hard Skills (Technical)

Microsoft Excel Proficiency: Advanced skills, including VLOOKUP, HLOOKUP, PivotTables, complex formulas, and data modeling.
Accounting Software: Hands-on experience with accounting software such as QuickBooks, NetSuite, SAP, Oracle, or a similar ERP system.
GAAP Knowledge: Solid understanding of Generally Accepted Accounting Principles (GAAP) and basic accounting concepts.
Financial Reconciliation: Proven ability to perform complex account and bank reconciliations with a high degree of accuracy.
Data Entry: Fast and accurate 10-key and alphanumeric data entry skills.
Financial Reporting: Experience in preparing and assisting with the creation of standard financial reports and statements.

Soft Skills

Attention to Detail: Exceptional precision and accuracy in handling financial data and preparing documents.
Organizational Skills: Strong ability to manage multiple tasks, prioritize effectively, and meet tight deadlines in a fast-paced environment.
Problem-Solving: Proactive in identifying issues, analyzing root causes, and implementing effective solutions.
Communication: Excellent written and verbal communication skills for clear interaction with internal teams and external partners.
Integrity & Discretion: A high level of integrity and the ability to handle confidential and sensitive financial information with professionalism.
Teamwork & Collaboration: A cooperative mindset with a willingness to support colleagues and contribute to team goals.

Education & Experience

Educational Background

Minimum Education:

Associate's Degree or equivalent professional certification in accounting or bookkeeping.

Preferred Education:

Bachelor's Degree

Relevant Fields of Study:

Finance
Accounting
Business Administration

Experience Requirements

Typical Experience Range: 1-3 years of relevant experience in a finance or accounting support role.

Preferred: Experience working within a corporate finance department, demonstrating a foundational understanding of accounting cycles and financial operations.