Accounting Assistant

Ascendo-Resources; Village of Buchanan (NY); On-site; USD 40,000 - 60,000; Full time

Job summary

Ascendo-Resources partners with a family-run environmental services company to hire a hands-on Accounting Assistant. You will own the day-to-day financials, including billing, bookkeeping, and weekly payroll, ensuring accuracy and timely reporting.

Additionally, you will handle administrative duties such as municipal bids, permits, and vehicle registrations, leveraging strong QuickBooks skills to keep accounts current and compliant.

Qualifications

• Hands-on QuickBooks experience required.
• Experience with billing, AR, bookkeeping, and weekly payroll.
• Strong attention to detail and organizational skills.
• Ability to juggle multiple priorities without losing accuracy.

Responsibilities

• Billing & Accounts Receivable: generate invoices, post payments, send monthly statements, track open invoices, resolve discrepancies.
• Bookkeeping & Financial Administration: enter transactions, reconcile bank accounts, flag irregularities, support reporting.
• Payroll: process weekly payroll, verify time records, maintain payroll records and deductions.
• Administrative & Compliance: coordinate municipal bids and permit applications, manage vehicle registrations and state reporting requirements.

Skills

Billing

Accounts receivable

Bookkeeping

Payroll

Administrative support

Attention to detail

Multi-tasking

Tools

QuickBooks

Job description

Ascendo is partnering with an established, family-run environmental services company to find a hands-on Accounting Assistant. You would own the day-to-day financial side of the business: billing, bookkeeping, and weekly payroll. You would also handle key administrative work like municipal bids, permits, and vehicle registrations. It's a good fit for someone who knows QuickBooks well and likes being the person who keeps things accurate and running.

What You'll Do

Billing & Accounts Receivable

• Prepare and send customer invoices based on completed work orders and service tickets
• Post checks and credit card payments in QuickBooks and apply them to customer accounts
• Prepare and mail monthly customer statements
• Track open invoices and account balances, and resolve billing discrepancies and payment issues

Bookkeeping & Financial Administration

• Enter and categorize transactions in QuickBooks
• Reconcile bank accounts monthly and keep an eye on account activity
• Look into discrepancies or irregular transactions and flag them to management
• Keep financial records organized and support routine reporting

Payroll

• Process weekly payroll accurately and on time
• Verify time records and maintain payroll records and deductions
• Assist with payroll tax filings and reporting as needed

Administrative & Compliance

• Coordinate municipal project bids and permit applications
• Manage truck registrations and state reporting requirements

What You Bring

• Strong, hands-on QuickBooks experience (required)
• Background in billing, AR, bookkeeping, and weekly payroll
• Close attention to detail and solid organizational skills
• Ability to juggle multiple priorities without losing accuracy
• Experience in field services, construction, trades, or a similar small-business environment is a plus