Accounts Payable Assistant

Pj Helicopters • Red Bluff, CA

103d • $25 - $30

About The Position

PJ Helicopters is seeking a highly organized and detail-oriented individual to join our Finance and Accounting team as a Receipt & Transaction Reconciliation Assistant. This role is responsible for ensuring the timely and accurate reconciliation of credit card and fuel card transactions with submitted receipts, monitoring compliance with internal expense policies, and supporting continuous process improvement—including automation and AI initiatives.

Requirements

• 2+ years of experience in accounting, administrative support, or expense management roles
• Strong attention to detail and ability to identify errors and inconsistencies
• Excellent organizational and time-management skills
• Proficient in Microsoft Excel and comfortable with digital tools (PDF scanners, email workflows, etc.)
• Familiarity with corporate card programs (e.g., PCard, WEX) a plus
• Experience with AI tools, OCR, or automation systems a bonus but not required
• Strong written communication skills and professionalism in following up with team members

Responsibilities

• Monitor daily transactions from PCard and WEX Fuel Card programs
• Review incoming receipts submitted via email and match them to transactions
• Ensure receipts are labeled using the correct format
• Identify missing or mismatched receipts and follow up with employees to resolve discrepancies
• Review receipts for policy compliance, including meal/entertainment attendee documentation, personal charges and taxable fringe benefits, and unusual or suspicious activity
• Escalate policy violations to Payroll, HR, or Finance as appropriate
• Track unrecoverable receipts and initiate affidavit collection from cardholders
• Maintain records of submitted affidavits and follow through to resolution
• Maintain organized logs of transactions, receipts, and exception items
• Assist in preparing reports for Finance and internal audits
• Provide regular reporting to department managers on process adherence, including missing receipts, late submissions, and policy exceptions for their teams
• Provide onboarding training for new hires on proper credit card and fuel card receipt submission, including formatting, deadlines, and usage policies
• Deliver training to existing employees as needed to address non-compliance or frequent errors
• Serve as a point of contact for receipt-related questions and ensure employees understand the affidavit process and policy expectations

Benefits

• Medical
• Dental
• Vision
• 401k

What This Job Offers

• Job Type: Full-time
• Industry: Air Transportation