Accounting Administrator

Verus Associates•Concord, CA

2d•Onsite

About The Position

Verus Associates Inc. is seeking an Accounting Administrator to provide administrative and transactional support to the Accounting Specialist and Controller at its Concord, California office. Reporting to the Controller, this role supports invoice processing, payment coordination, customer receipts, payroll file preparation, routine reconciliations, and financial recordkeeping. The Accounting Administrator works collaboratively with the accounting team to complete assigned work on time, maintain organized documentation, and provide backup coverage in accordance with established procedures and approval controls.

Requirements

Experience supporting accounts payable, accounts receivable, bookkeeping, or accounting administration.
Working knowledge of routine accounting processes, transaction documentation, and account reconciliations.
Ability to use accounting software and Microsoft Excel, Word, and Outlook accurately and efficiently.
Strong attention to detail and organizational skills, with the ability to manage recurring deadlines and multiple tasks.
Clear written and verbal communication skills and the ability to work independently and collaboratively.
Ability to handle confidential financial and payroll information and follow established approval procedures.

Nice To Haves

Familiarity with internal controls, audit documentation, and financial reporting.
Experience with project or job-cost coding, purchase-order matching, credit card reconciliations, and payroll file preparation.
Experience with Microsoft Excel PivotTables.
Education in Accounting, Finance, or a related field, or equivalent practical experience.

Responsibilities

Review vendor invoices for accurate project, job, and cost codes; match invoices to purchase orders; obtain required approvals; and enter approved invoices into the accounting system.
Prepare a weekly payment recommendation report for the Controller, including amounts due, due dates, supporting documentation, and items requiring resolution.
Securely and promptly deposit customer checks, record receipts in the accounting system, and maintain deposit documentation.
Prepare payroll entry files for the payroll processor as needed, using approved information and obtaining review before submission.
Prepare routine bank, credit card, and account reconciliations; document discrepancies and refer unresolved items to the Controller.
Respond professionally to routine vendor and internal inquiries, coordinate follow-up with the Accounting Specialist, and escalate matters requiring approval or accounting judgment.
Maintain orderly invoice, receipt, payment, payroll, and reconciliation records to support review and business continuity.
Support credit card expense reports by gathering receipts, checking project and cost-code assignments, and following up on missing documentation.
Prepare weekly accounts receivable follow-up lists and coordinate approved collection activities with management.
Assist with routine journal-entry support and financial reporting schedules under Controller direction, submitting entries and adjustments for review before posting.
Coordinate with Project Managers, Procurement, and department leaders to obtain documentation and resolve routine coding questions.
Gather supporting records for audits, sales tax preparation, and work-in-progress review; refer technical questions and proposed adjustments to the Controller.
Provide backup administrative and transactional support for the Accounting Specialist and accounting team as assigned by the Controller, following documented procedures and review and approval requirements.