Accounting Assistant – Accounts Payable

Martis Camp•Truckee, CA

10d•$28 - $34•Onsite

About The Position

The Accounting Assistant – Accounts Payable provides transactional and administrative support to the Senior Accountant, Accounts Payable Operations, and the Assistant Controller. This position assists with invoice entry, documentation review, approval follow-up, vendor record maintenance, routine vendor communication, payment-batch preparation, statement research, recordkeeping, and other accounting support activities. The Accounting Assistant supports the accounting department’s activities for Martis Camp Club (MCC), Martis Camp Community Association (MCCA), and Martis Camp Foundation (MCF). The Accounting Assistant follows established accounts payable procedures and internal controls and helps ensure that invoices and vendor information are complete, accurate, and processed in a timely manner. The position supports the use of Ottimate and Jonas by monitoring workflow queues, assisting managers with routine questions, and escalating system, coding, payment, or compliance issues to the Senior Accountant. The Accounting Assistant works closely with the Senior Accountant, Accounts Payable Operations, and reports to the Assistant Controller. This position performs assigned duties in accordance with established procedures and escalates unusual transactions, vendor concerns, system issues, and accounting questions to the Senior Accountant or Assistant Controller. The position requires strong organizational skills, attention to detail, professional customer service, and the ability to manage multiple priorities while maintaining confidentiality and accuracy. The Accounting Assistant does not independently authorize payments, approve vendor banking changes, establish accounting policies, determine tax treatment, submit regulatory filings, or approve their own work. This is a full-time on-site accounting position requiring a standard 40-hour workweek, Monday through Friday, with occasional scheduled overtime as necessary to meet departmental deadlines and organizational needs. This is not a remote or hybrid position.

Requirements

Strong organizational skills and attention to detail.
Ability to accurately follow established accounting procedures and internal controls.
Basic understanding of accounts payable and general ledger coding.
Ability to prioritize recurring deadlines and manage multiple assignments.
Excellent verbal and written communication skills, with the ability to build positive working relationships across all levels of the organization.
Ability to provide courteous service to vendors, managers, members, and coworkers.
Ability to identify unusual transactions or discrepancies and escalate them appropriately.
Ability to work collaboratively within a deadline-driven accounting department.
High ethical standards and ability to maintain confidential information.
Dependable attendance and consistent follow-through on assigned responsibilities.
High school diploma or equivalent required; relevant accounting or administrative experience may be considered in evaluating qualifications.
Basic-to-intermediate Excel, Outlook, and Word skills.
Ability to maintain the highest level of confidentiality when handling sensitive financial, vendor, and member information.
Ability to remain seated and work at a computer workstation for extended periods.
Ability to occasionally lift and carry up to 15 pounds.
Ability to communicate effectively in person, by telephone, video conferencing, and electronic communication platforms.
Ability to operate standard office equipment, including computers, printers, scanners, and telephones.
Ability to occasionally bend, reach, stoop, and file documents.

Nice To Haves

Associate degree, accounting coursework, or bookkeeping certificate preferred.
One to three years of accounts payable, bookkeeping, accounting-clerk, or administrative accounting experience preferred.
Experience with invoice-processing or accounting software preferred.
Jonas Club Management software or Ottimate software preferred but not required.
Private club experience preferred but not required.

Responsibilities

Enter and process invoices for MCC, MCCA, and MCF using established procedures.
Confirm that invoices contain appropriate supporting documentation and evidence of departmental approval.
Route invoices through Ottimate and follow up with managers regarding incomplete or unapproved invoices.
Identify apparent duplicate invoices, missing information, or unusual items and refer them to the Senior Accountant.
Prepare preliminary weekly payment batches and supporting reports for review and approval.
Post recurring invoices and payment transactions based on approved schedules.
Maintain organized electronic AP records and supporting documentation.
Respond professionally to routine vendor inquiries regarding invoice receipt and payment status.
Escalate vendor disputes, account holds, pricing disagreements, or other significant issues.
Compare vendor statements to AP records; research missing invoices, unapplied credits, discrepancies, and open balances; and refer unresolved or significant items to the Senior Accountant or Assistant Controller.
Maintain the check register and payment documentation as directed.
Obtain and maintain required vendor documentation, including W-9 forms, certificates of insurance, and other compliance documentation.
Assist with vendor credit applications and banking documentation as needed.
Enter and maintain vendor information in the accounting system in accordance with established procedures.
Submit new vendor setups and changes to vendor names, addresses, tax information, banking information, or payment instructions for review and approval by the Senior Accountant or Assistant Controller.
Maintain records needed for 1099, nonresident withholding, use-tax, audit, and unclaimed-property reporting.
Assist with quarterly Nonresident Withholding reporting by gathering vendor information, preparing supporting schedules, and researching discrepancies for review and submission by the Senior Accountant.
Assist with maintaining independent contractor files, including liability insurance and workers' compensation documentation, to ensure compliance with company policies.
Assist the Senior Accountant with annual and quarterly compliance projects by gathering data and preparing supporting schedules.
Assist with AP-related month-end reports and supporting schedules.
Research open invoices, credits, outstanding checks, and other assigned reconciling items.
Assist with audit and year-end documentation requests.
Distribute incoming accounting mail.
Assist with printing, processing, and mailing member statements.
Scan, file, copy, and organize accounting records.
Assist with routine Ottimate questions and direct technical or accounting issues to the Senior Accountant.
Provide backup support for other transactional accounting functions as assigned.
Perform other administrative and accounting-support duties assigned by the Senior Accountant or Accounting Leadership.