ADMINISTRATIVE ASSISTANT BOOKKEEPER JOB DESCRIPTION

A small or mid-sized business runs on numbers nobody sees - until they are wrong. The Administrative Assistant and Bookkeeper is the person who keeps them right: owning accounts payable, accounts receivable, payroll, and bank reconciliations while also serving as the operational backbone of the office. Few roles carry this dual weight. The position answers to ownership or a director directly, making accurate GL maintenance and timely vendor payments a matter of business continuity, not just accounting hygiene.

Of the duties listed, the AP-and-payroll combination weighs most, and how this title's day-to-day responsibilities break down explains the scope.

As the Administrative Assistant and Bookkeeper, you maintain the financial records and day-to-day administrative systems that keep a small or growing business running without interruption. The role reports to ownership or a senior director and spans full-cycle bookkeeping, weekly payroll processing, and front-office coordination within a lean team.

Career Impact: Owning both the books and the office operations in a small business gives you rare, verifiable experience across AP, AR, payroll, and compliance that standalone accounting or admin roles rarely provide.

Business Impact: Vendors get paid on time, employees receive accurate paychecks, and ownership gets the financial reports they need to make decisions, because this role handles all three without a handoff.

Growth Opportunity: The breadth of this seat - multi-state tax filings, GL management, HR administration - builds the cross-functional fluency that leads to Controller, Office Manager, or Senior Bookkeeper roles at larger organizations.

• Manage accounts payable and accounts receivable, including invoice processing, collections follow-up, and GL accuracy across vendor and client accounts.
• Reconcile bank and credit card statements on a monthly basis to ensure all transactions are recorded and discrepancies are resolved promptly.
• Process weekly or bi-weekly payroll using the company's payroll system, ensuring timesheets are approved and employee records are current.
• Prepare and file multi-state sales tax returns, quarterly estimated payments, and supporting schedules in compliance with applicable deadlines.
• Audit vendor invoices, employee timesheets, and expense reports to identify and resolve discrepancies before posting.
• Maintain organized financial and administrative records including contracts, W-9s, insurance certificates, and HR documentation.
• Support ownership and directors with financial reporting, budget tracking, and ad hoc data analysis to inform business decisions.
• Handle front-office duties including answering phones, managing calendars, ordering supplies, and coordinating internal communications.

AP and scheduling duties are often listed without metrics, and presenting these duties on a resume shows the evidence employers expect.

• Bachelor's degree in Accounting, Finance, or Business Administration, or equivalent work experience.
• 2 or more years of full-cycle bookkeeping experience, with demonstrated competency in AP, AR, and payroll processing.
• Proficiency in spreadsheet and word-processing software, with advanced ability to build and maintain financial worksheets.
• Strong understanding of generally accepted accounting principles and double-entry bookkeeping fundamentals.
• Demonstrated ability to handle confidential financial and employee information with discretion and accuracy.
• Strong organizational and time-management skills with the ability to meet recurring deadlines across multiple concurrent responsibilities.
• Effective written and verbal communication skills for correspondence with vendors, clients, and internal stakeholders.

To gauge whether double-entry proficiency is enough, what employers formally list as required qualifications provides the benchmark.

• Experience processing multi-state sales tax returns or supporting annual tax return preparation with an outside accountant.
• Familiarity with payroll compliance requirements, including quarterly and annual filings for federal and state jurisdictions.
• Prior experience in a dual administrative-bookkeeping role within a company of fewer than 50 employees.
• Working knowledge of cloud-based accounting platforms and basic HR administration, including onboarding documentation and Open Enrollment support.

• Accounts payable aging, measured by the percentage of invoices paid within agreed terms.
• Bank reconciliation turnaround, tracked as the number of days from period close to completed reconciliation.
• Payroll error rate, measured by the number of corrections required per pay cycle.
• Sales tax filing on-time rate, measured across all active state registrations each period.
• AR days outstanding, reflecting how quickly open invoices are collected after billing.
• Typical tools: accounting software (commonly QuickBooks Online or Desktop); payroll platforms (commonly Paycom or Paychex); spreadsheet applications (commonly Microsoft Excel).

QuickBooks and Paycom proficiency, for one, gets fuller treatment in salary outlook and Controller progression than this template allows.

• Base Salary Range: $42,000 to $58,000 annually, depending on experience and location
• Bonus: Discretionary annual bonus, typically 3 to 6 percent of base salary
• Equity: Not typically offered at this level in small business settings
• Health Benefits: Medical, dental, and vision coverage; employer contribution varies by company size
• PTO: 10 to 15 days annually, plus standard federal holidays
• Common Perks: Flexible scheduling in some offices; hybrid or in-office arrangements depending on employer

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Work authorization in the United States is required for this position. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, or local law. Reasonable accommodations will be made for qualified individuals with disabilities upon request. Employment in this role is contingent upon successful completion of a background check.

Multi-state payroll and QuickBooks work, listed here, reaches the people who decide.

The Administrative Assistant and Bookkeeper owns full-cycle financial operations, including accounts payable, accounts receivable, billing, payroll processing, and multi-state sales tax filings for the organization. Reporting to management and supporting day-to-day office functions, this position ensures financial accuracy and administrative continuity across the team.

Key Responsibilities

• Manage all aspects of Accounts Payable, Accounts Receivable, and Billing.
• Perform Monthly Credit Card Reconciliations.
• Perform Monthly Bank Reconciliations.
• Manage Resale Certificates and General Banking.
• File Monthly Sales Tax Returns (NYC, NJ, CT, CA, RI).
• Handle Worker's Compensation and General Liability Audits.
• Process Weekly Payroll via Paycom.
• Obtain W9s and Insurance Certificates from all Subcontractors.
• Provide administrative support to ensure efficient operation of office.
• Carry out administrative duties such as answering phone calls, ordering office supplies, and maintaining electronic filing system via Dropbox.
• Exhibit polite and professional communication via phone, email, and mail.
• Produce Proposals and other documents.
• Assist management with other tasks and projects as needed.

Required Qualifications

• Bachelor's Degree in Accounting or Finance preferred.
• 2-3 years of bookkeeping experience.
• 2 years of QuickBooks Online experience.
• Excellent Microsoft Office skills.
• Strong verbal and written communication abilities.
• Strong interpersonal and organizational skills.
• Excellent follow-up tracking skills.
• Sensitivity to confidential matters and strong attention to detail.

Embedded within the organization's finance function, the Administrative Assistant and Bookkeeper delivers accurate accounting records, financial statements, and tax returns for both business and individual clients. Working closely with internal stakeholders, this position maintains the integrity of the company's books and supports forward-looking financial analysis to guide business decisions.

Core Functions

• Prepare accounting records by compiling and analyzing account information.
• Reconcile the company's financial records to help ensure the accuracy of financial statements.
• Prepare tax returns for businesses and individuals.
• Post financial transactions to accounts and prepare financial statements.
• Study financial trends to determine future business needs.

Qualifications & Experience

• Bachelor's degree in Accounting, Business, or a related field.
• Strong working knowledge of accounting principles, financial statements, and accounting systems.
• Strong working knowledge of QuickBooks.
• Experience with other tax preparation and accounting software.
• Proficient in Microsoft Office (Word, Outlook) with advanced Excel skills.
• Strong organizational, interpersonal, verbal, and written communication skills.
• Detail-oriented, able to prioritize, work independently and as part of a team, and self-motivated.

Reporting to office leadership, the Administrative Assistant and Bookkeeper shapes day-to-day administrative and accounts payable operations, including invoice processing through MYOB, supplier payments, and general office coordination within a growing company team. Partnering with suppliers and internal staff, this role builds operational consistency and supports accurate financial records across the organization.

Primary Duties

• Answer and assist with telephone calls.
• Receive, distribute, and organise incoming emails.
• Perform other general office duties where required.
• Check invoices against purchase orders and delivery documents.
• Process invoices into the accounting system (MYOB).
• Check invoices against supplier statements.
• Process payments to suppliers.

Skills & Qualifications

• 3+ years of experience minimum.
• Strong knowledge of Outlook, Word, and Excel.
• MYOB experience and knowledge of eCommerce with MYOB.
• Excellent administrative, organisational, and interpersonal skills.
• Excellent verbal and written communication skills with quality customer service ability.
• Flexible attitude, strong work ethic, and ability to work well autonomously.

Sitting at the intersection of administrative coordination and financial management, the Administrative Assistant and Bookkeeper leads client communication, CRM oversight, and sales and purchase ledger entry in direct support of company directors. Operating across social media management, internet research, and accounts administration, this position enables smooth daily business operations through organized, client-facing, and back-office work.

Duties

• Handle customer service and CRM management.
• Manage email and diary.
• Update social media platforms.
• Perform sales and purchase ledger entry.
• Liaise with clients and associate VAs.
• Assist the Directors in the day-to-day running of the business.
• Conduct internet research projects.

Requirements

• Sales/purchase ledger or accounts administrator knowledge.
• Proficient in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Experience with cloud-based accounting packages such as Xero or QuickBooks.
• CRM system experience and customer service skills.
• Confident communicator with GDPR compliance awareness when handling client data.
• Multi-tasking and time-management skills.
• Ability to prioritize tasks, think creatively, and problem-solve.

A key member of the Amherst College library team, the Administrative Assistant and Bookkeeper builds an inclusive and well-organized support environment by managing library purchases, forensic bookkeeping, acquisitions reconciliation, and receptionist functions. Collaborating across the Director of the Library, Business Manager, and Amherst College Press, this position strengthens both the financial integrity and the welcoming atmosphere of one of the country's most diverse liberal arts college libraries.

What You'll Do

• Place orders, manage inventory for general supplies, and place service calls.
• Greet and direct a diverse set of visitors with attention towards creating an inclusive experience for all; answer phones and sort mail and deliveries.
• Provide general guidance to library staff regarding service center reporting and library policies; schedule meeting rooms and post weekly calendars.
• Assist the Director with scheduling and calendar management; collaborate with the Business Manager on modifying processes to resolve problems.
• Schedule meetings and arrange accommodations, transportation, and restaurant reservations; assist with reimbursements and coordinate redaction of candidate materials for library searches.
• Provide administrative support for the Amherst College Press, including marketing materials, communication pieces, intern guidance on author reports, social media coordination, and other logistical support.
• Maintain records for library purchases and independently apply advanced bookkeeping skills for forensic accounting.
• Reconcile acquisitions charges and assist acquisitions with budget tracking and Workday tasks.
• Serve on library committees and may act as committee chair with responsibility for planning, organizing, and assigning tasks.

Education & Experience

• Associate's Degree required, Bachelor's Degree preferred.
• 2-3 years of experience in administrative support (3-5 years of related experience preferred).
• Familiarity with Workday is a plus.
• Good computer skills, including the ability to manage website content and knowledge of Gmail, Microsoft Word, Excel, and equivalents.
• Strong attention to detail with good verbal and written communication skills.
• Strong customer service, interpersonal, organizational, and time management skills.
• Ability to adjust to shifting priorities and work independently and collaboratively.
• Demonstrated commitment to effectively supporting a broadly diverse and intentionally inclusive community.

Accurate payroll, AR integrity, and compliant HR administration depend on the Administrative Assistant and Bookkeeper, who shapes onboarding workflows, QuickBooks financial records, commission reporting, and vendor payment processes across multiple regions. Serving as a central resource for ownership, employees, and clients alike, this role delivers the financial visibility and operational documentation that support sustained company growth.

Accountabilities

• Process and onboard new employees, including I-9s, background checks, and HR document maintenance.
• Ensure employee time cards are submitted and approved on time, and keep track of employee days off.
• Process weekly payroll and assist employees with payroll, benefits, commission, and HR inquiries, including Open Enrollment.
• Process ATS placements, send out invoices to clients, and follow up on outstanding invoices.
• Ensure AR accuracy between QuickBooks and ATS and assist clients with billing inquiries.
• Ensure vendors are paid on time and maintain QuickBooks information, transactions, GL structure, and accuracy.
• Maintain and run commission reports and provide regular financial updates and reports to ownership.
• Track and report on employee financial performance and ensure all vendor and client contracts are stored properly.
• Create, store, and maintain company documentation and Runbook of duties; assist with client and employee events and projects.

Experience & Qualifications

• Bachelor's degree in Accounting, Finance, or a related field.
• 3+ years of accounting and bookkeeping experience.
• 3+ years of experience in QuickBooks with proficiency.
• Experience with Paychex is a plus.
• Experience in maintaining accurate AR, AP, and GL records for multiple regions.
• Experience with general HR administration.

As the Administrative Assistant and Bookkeeper, this role owns daily operational accounting across multiple entities, including account reconciliations, treasury functions, cash management, and tax compliance support for partnerships, LLCs, and individual returns. The finance team relies on this work to maintain accurate general ledgers, prepare detailed work papers, and ensure full regulatory compliance across all entity filings and quarterly estimated payments.

Operational Focus

• Make independent decisions on a daily basis, addressing the best way to handle specific tasks.
• Perform daily operational accounting, including account reconciliations, accounts payable, and transaction reporting.
• Prepare detailed reconciliations on a weekly, monthly, and quarterly basis.
• Assist with accounting for multiple entities, including recording receipts and disbursements and maintaining general ledgers.
• Assist with Treasury functions, including receipts, disbursements, wire transfers, and account reconciliations for multiple bank accounts.
• Manage ongoing cash management, including daily cash review, bank wire review, weekly cash disbursement reports, and monthly cash sources and uses reports.
• Assist with tax support, compliance with all entity filings, and quarterly estimated payments for partnerships, LLCs, and individual returns.
• Prepare work papers and account analyses in connection with tax return preparation.

Technical Qualifications

• Bachelor's degree required.
• Solid knowledge of financial accounting.
• Commitment to quality, excellence, and hard work.
• Proficiency in Microsoft Office, Excel, and QuickBooks.
• Solid problem-solving skills and solution-focused perspective.
• Superb attention to detail.

Administrative Assistant and Bookkeeper delivers day-to-day finance support, including QuickBooks management, CAM reconciliations, budget assistance, and property-related work order coordination within a commercial real estate operations environment. The work directly supports the Director of Operations and property owners by maintaining financial accuracy, lease analysis, and aging report follow-through across the organization.

Key Deliverables

• Assist in the day-to-day financial activities of the company.
• Produce and audit financial reports and budget variances.
• Assist in annual budgets and Annual CAM reconciliations.
• Orchestrate work orders and communicate with Owners and Tenants.
• Assist the Director of Operations with day-to-day activities and train as a backup.
• Assist with errands and site visits as needed.

Position Requirements

• Associate's or Bachelor's degree in Business, Finance, or Accounting.
• Real estate license or high-level exposure to commercial real estate is a plus.
• Extensive experience with QuickBooks required.
• Experience with Yardi Property Management software or ability to learn quickly.
• Experience in analyzing and understanding lease agreements and terms.
• Experience in producing aging reports and following through with the collection process.
• Fluency in Microsoft Office and Google Apps with strong analytical, math, and problem-solving skills.
• Exceptional organizational skills with integrity, honesty, and confidentiality.
• A quick learner with the ability to maintain a good attitude under stress and work with support divisions.

The Administrative Assistant and Bookkeeper owns nonprofit financial operations, including accounts payable, bank reconciliations, financial statement preparation, grants issuance compliance under 501(c) regulations, and board meeting support. Reporting to the board chair and CFO, this position safeguards the financial integrity and regulatory standing of the organization while serving the mission of a small-office nonprofit environment.

Areas of Ownership

• Manage Accounts Payable, including payroll and quarterly and annual tax filings.
• Oversee Grants Issuance, ensuring compliance with 501(c) regulations.
• Perform Bank Reconciliations, broker statement reconciliation, and analysis.
• Prepare financial statements and work with outside accountants for annual tax return preparation.
• Prepare schedules for and attend board meetings, including preparing the minutes.
• Maintain insurance policies for all organizations, including workers' comp, D&O, and general liability.
• Assist with budget preparation and assist the board chair and CFO as needed.

Professional Experience

• Associate's degree in Accounting or equivalent.
• Previous experience in accounting or related fields.
• Knowledge of accounting principles and procedures.
• Non-profit experience preferred but not required.
• Experience with QuickBooks and Excel.
• Strong analytical and critical thinking skills with attention to detail and high ethical standards.
• Self-starter and team player with excellent written and verbal communication skills.

Embedded within a customer-facing facility operation, the Administrative Assistant and Bookkeeper delivers accurate bookkeeping records, billing, cash management, and inventory reconciliation while serving as a direct point of contact for customer inquiries. Working closely with sales and operations teams, this position maintains the professional image of the office and supports seamless service by connecting customers with the resources they need.

Role Responsibilities

• Communicate effectively with customers over the telephone and in person to answer questions, resolve concerns, and direct requests appropriately.
• Maintain accurate bookkeeping records for the facility, including billing and inventory.
• Assist in taking and reconciling physical inventory of the office and location.
• Control and manage cash for the location.
• Assist with customer orders and help sales and operations connect with customers.
• Establish and maintain the professional image of the office.

Background & Experience

• Experience working with the public, demonstrating outstanding customer service.
• Sound business skills, including previous bookkeeping experience.
• Ability to problem-solve and multi-task in a fast-paced environment.
• Excellent math, written, and verbal communication skills.
• Advanced knowledge of Microsoft Office, including Excel and Word.
• Proven capability to learn complicated software.
• Ability to work Saturdays on a flexible schedule and overtime as required.

Reporting to office leadership, the Administrative Assistant and Bookkeeper shapes accounts receivable management, tax return documentation processing, and social media oversight as a central point of contact for all administrative functions. Partnering with management and clients through tax season and year-round operations, this role ensures financial records, communications, and office systems remain organized and responsive.

Job Functions

• Serve as the point person for administrative duties.
• Manage Accounts Receivable and perform bookkeeping tasks.
• Manage social media.
• Process Tax Return Documentation.
• Work Saturdays during Tax Season.

Knowledge, Skills & Abilities

• Experience as an Administrative Assistant and knowledge of office administrator responsibilities, systems, and procedures.
• Proficiency in MS Office, including Excel and Outlook.
• General understanding of social media, QuickBooks, and tax documents.
• Knowledge of Lacerte Tax Software preferred but not required.
• Excellent time management, multi-tasking, attention to detail, and problem-solving skills.
• Excellent written and verbal communication skills.
• A creative mind and the ability to suggest improvements.

Sitting at the intersection of accounts payable management and payroll administration, the Administrative Assistant and Bookkeeper leads vendor onboarding, invoice data entry, payroll auditing, and credit card expense reconciliation in compliance with company accounting procedures. Operating across internal data systems and external vendor relationships, this role surfaces financial discrepancies, reports findings to management, and ensures transaction accuracy in a home-based production environment.

Day-to-Day Responsibilities

• Set up vendors in the account system accurately and in a timely manner.
• Review details and enter data into the accounting system concerning vendors and miscellaneous invoices according to deadline requirements.
• Reconcile vendor statements to the accounting system and research discrepancies with managers and vendors to ensure timely resolution.
• Provide customer service to vendors and customers with inquiries about their accounts.
• Prepare daily cash control sheet reconciliations and run weekly employee production reports, resolving discrepancies.
• Enter weekly payroll using an outside payroll service, audit employee timesheets, and resolve discrepancies weekly.
• Audit employee credit card use, monthly and vehicle use and expenses regularly.
• Pull and analyze data from internal and external systems and report findings and recommendations.

Minimum Qualifications

• Post-secondary education.
• Minimum 2 years of bookkeeping and accounting experience.
• Knowledge and comfort with Excel, Word, and QuickBooks (a plus).
• Ability to work independently after training in a fast-paced home-based environment.
• Good interpersonal skills.
• Detail-oriented and result-oriented.

A key member of the construction office team, the Administrative Assistant and Bookkeeper builds organized project administration by managing job entries in construction accounting software, coordinating subcontractor scheduling, preparing permit applications, and producing certified payroll reports. Collaborating across estimators, subcontractors, and site personnel, this role ensures that proposals, blueprints, bid packages, and compliance documentation are delivered accurately and on time.

Performance Expectations

• Perform general office duties supporting day-to-day operations, including answering phones, filing, preparing packages, ordering, and copy/fax/scan.
• Enter new jobs, estimates, and projects into construction accounting software and Salesforce.
• Assist the estimator in all aspects of operations and assist in purchasing materials and equipment.
• Manage and schedule deliveries and coordinate the delivery of supplies to construction sites.
• Schedule subcontractors for projects and prepare permit applications.
• Draft proposal letters, prepare and submit RFIs, and prepare and deliver bid packages.
• Print, scan, and produce blueprints on a plotter.
• Track employee hours and sites worked, complete New Jersey Certified Payroll Reports and Workforce Reports.
• Maintain confidentiality and follow directions while completing tasks independently.

Qualifications & Experience

• Associate's Degree or 3-4 years of experience as an office manager in a fast-paced environment.
• Mandatory 3 years of prior office manager experience in construction or mechanical contracting.
• QuickBooks bookkeeping experience is a must.
• Proficiency in MS Office, including Outlook, Excel, and Word.
• Working knowledge of office equipment.
• Excellent time management, organizational, written, verbal, and presentation skills.
• Ability to prioritize work and perform in a fast-paced environment.

Consistent payroll accuracy, benefits administration, and project-level hour tracking depend on the Administrative Assistant and Bookkeeper, who shapes QuickBooks workflows, CRM oversight via LMN Landscaping, and accounts payable and receivable reconciliation for the company. Serving as the operational hub for scheduling, documentation, and company events, this role enables the leadership team to focus on growth while maintaining financial and administrative rigor.

Scope of Work

• Oversee AP and AR and reconcile accounts.
• Run bi-weekly payroll using QuickBooks and track hours per project.
• Monitor CRM program (LMN Landscaping) and oversee benefits administration and employee files.
• File documents, process paperwork, and coordinate company events.
• Answer phones and manage the calendar and scheduling.
• Take care of miscellaneous projects and office tasks as needed.

Required Qualifications

• 5+ years of bookkeeping experience preferred and proficiency in QuickBooks required.
• Strong computer and typing skills.
• Familiarity with Excel and G Suite is a plus.
• A willingness to learn LMN Software.
• Excellent attention to detail with a process-driven and organized approach.
• Excellent interpersonal skills with a collaborative team-player mindset and commitment to confidentiality and follow-through.
• Energetic, growth-oriented, and able to discern priorities and communicate effectively.

As the Administrative Assistant and Bookkeeper, this role owns timely billing, accounts receivable collection, payroll processing via Paylocity, and HR document compliance within a custom manufacturing environment operating under AS9100 standards. The Finance Manager relies on this work to maintain accurate data reporting, vacation scheduling coordination, and inventory audit integrity across both the finance and human capital functions.

Core Responsibilities

• Perform timely billing and invoicing and conduct Accounts Receivable follow-up and collection.
• Audit data entry for accuracy during the billing process and audit inventory transactions.
• Support HR by processing required documents and maintaining competency and awareness records in accordance with AS9100.
• Process payroll using Paylocity.
• Support the Finance Manager in collecting and analyzing data for reporting.
• Maintain the vacation request schedule in conjunction with Department Managers.

Skills & Qualifications

• Minimum 3 years of bookkeeping experience with experience in AR and AP.
• Experience using computerized accounting systems with proficiency in Microsoft Excel, Word, and Outlook.
• Knowledge of payroll systems.
• Experience in a custom manufacturing environment is a plus.
• Detail-oriented with good organizational skills.
• Strong team player.