WHAT DOES AN ADMINISTRATIVE ASSISTANT BOOKKEEPER DO?

Published: May 14, 2025 – The Administrative Assistant Bookkeeper coordinates training logistics, manages event registration systems, and handles communications before and after events. This position maintains accurate records in Salesforce, QuickBooks, and ClickTime while processing payments and preparing payroll. The administrative assistant bookkeeper also organizes contracts, supports administrative procedures, and ensures data integrity through regular updates and reconciliation tasks.

A Review of Professional Skills and Functions for Administrative Assistant Bookkeeper

1. Administrative Assistant Bookkeeper Overview

  • System Configuration: User permissions/access, configuring the system
  • Data Entry: Take responsibility for all aspects of data entry
  • Financial Procedures: Drafting basic financial procedures, following, and improving financial procedures
  • Financial Auditing: Auditing and spot-checking adherence to financial procedures
  • Recruitment: Recruitment (posting ads, screening responses)
  • HR Administration: HR paperwork, time-tracking, background check management, onboarding new employees, and contractor hires
  • IT Support: IT support, such as managing usernames, passwords, and security permissions, and support for administering basic software licenses
  • Communications Support: General communications support (company emails, etc.)
  • Scheduling: Scheduling support (e.g., meeting scheduling, CEO scheduling)
  • Office Management: Manage office supplies, equipment, and expenses
  • Real Estate Support: Assist in real estate search and management (i.e., looking for additional office space)
  • Gift Management: Manage holiday gift purchases, distribution lists, and payment

2. Administrative Assistant Bookkeeper Tasks

  • Accounts Management: Tracking and processing accounts payable and receivable
  • Expense Recording: Recording and updating expenses
  • Vendor Management: Tracking vendor accounts and contacts, updating vendors on payment status
  • Financial Reporting: Preparation of deposit, expense, and petty cash reports
  • Reimbursement Processing: Expense reimbursement processing
  • Donation Tracking: Recording and monitoring checks, ACH deposits, and donor gifts
  • Data Entry: Data entry and management, including accurately entering data into corresponding fields in multiple databases
  • Data Quality Assurance: Quality assurance activities related to the accuracy and completeness of data stored in electronic case records, identifying and correcting data entry errors using appropriate quality control methods

3. Administrative Assistant Bookkeeper Roles

  • Transaction Recording: Record transactions, such as income and expenses, and post them to various accounts
  • Reconciliation: Reconcile credit card charges and invoices
  • Receivables Management: Enter and reconcile credit card charges, invoices, and annual conference and fee-for-service training receivables
  • HR Support: Support human resource activities
  • Contract and CRM Management: Maintain contract files and Salesforce data management
  • Event Support: Support event planning and logistics
  • Cash Management: Enter cash receipts, cash disbursements
  • Accounts Processing: Enter accounts receivable and accounts payable
  • Estimate Assistance: Assist with creating estimates for fee-for-service activities
  • Audit Support: Assist the Director of Finance and Operations with document uploads for the annual audit
  • Fee-for-Service Reconciliation: Enter and reconcile fee-for-service transactions
  • Form Creation: Create and implement Salesforce/Click ’n’ Pledge registration forms

4. Administrative Assistant Bookkeeper Details

  • Training Coordination: Coordinate with the project lead to organize training and administrative procedures
  • Event Correspondence: Provide pre- and post-event correspondence with registrants
  • Registration Management: Manage registrations in Salesforce and QuickBooks Online
  • Registrant Support: Contact registrants to reconcile issues or changes
  • Event Logistics: Support conference, training, and other event planning and logistics
  • On-site Support: Provide on-site administrative and logistics support at the annual conference
  • Form Maintenance: Update and maintain forms for personnel files
  • Timesheet Management: Maintain records in timesheet software (ClickTime)
  • Payroll Preparation: Prepare payroll for the external payroll company
  • Contract Management: Maintain and organize contract records
  • Contract Execution Support: Support the execution of contracts
  • Payment Processing: Process payments through Salesforce Click ’n’ Pledge registration forms
  • Data Maintenance: Update records, carry out data entry tasks, and merge duplicate records

5. Administrative Assistant Bookkeeper Functions

  • Accounts Payable: Post and pay invoices, reconcile vendor statements
  • Accounts Receivable: Generating invoices, maintaining AR list, preparing statements
  • Rent Posting: Post rents received and prepare bank deposits
  • Bank Reconciliation: Take responsibility for bank reconciliation
  • Lease Management: Lease terms, contact info updates, and rent increases
  • Vendor Coordination: Coordinating quotes/deliveries for appliances, technicians, subcontractors
  • Property Operations Support: Assist the Property Manager with all on-site operations
  • Relationship Management: Build and maintain positive relationships with tenants, vendors, and contractors
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