Accounting Assistant – Accounts Payable

Martis Camp Club & Community Association

Truckee (CA)

On-site

USD 38,572 - 46,838

Full time

14 days+

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Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401K with employer match

Paid Time Off

Annual Fitness Bonus

Scholarship Opportunities

Ambassador Golf & Tennis Clinics

Job summary

Martis Camp Club & Community Association is seeking an Accounting Assistant – Accounts Payable to support invoice entry, vendor records, and payment processing for MCC, MCCA, and MCF. The role requires strong organizational skills, attention to detail, and adherence to internal controls.

You will collaborate with the Senior Accountant and Assistant Controller, maintain AP records, and assist with month-end tasks in a full-time on-site capacity at Martis Camp in Truckee, CA.

Qualifications

High school diploma or equivalent required; accounting or bookkeeping coursework preferred.
Associate degree in accounting or bookkeeping is preferred.
1–3 years accounts payable or administrative accounting experience preferred.
Basic–to–intermediate Excel, Outlook, and Word skills; invoicing software experience helpful.

Responsibilities

Enter and process invoices for MCC, MCCA, and MCF.
Maintain organized AP records and respond to vendor inquiries.
Prepare weekly payment batches and supporting reports.
Assist with vendor documentation and 1099/withholding reporting.
Support month-end close and accounting administration tasks.

Skills

Organizational skills

Attention to detail

Accounting procedures

General ledger coding

Vendor management

Communication

Confidentiality

Deadline-oriented

Education

High school diploma or equivalent

Associate degree in accounting or bookkeeping

1–3 years accounts payable experience

Excel/Outlook/Word skills

Private club experience preferred

Tools

Ottimate

Jonas Club Management software

Job description

For over twenty years, Martis Camp has set the standard for extraordinary private community living in the Tahoe region. It’s a place where families and friends come together to enjoy an unmatched mountain lifestyle—surrounded by breathtaking scenery, enriched by world‑class amenities, and grounded in an authentic sense of community.

Nestled in the heart of Truckee, California, Martis Camp features an exceptional collection of amenities, including the iconic Camp Lodge, Family Barn, Beach Shack, Lost Library, and a stunning Tom Fazio–designed golf course. The Club provides a four-season experience with recreation, dining, wellness, and outdoor adventure woven into every aspect of daily life. Martis Camp isn’t just a place to work, it’s a place to belong, contribute, and be part of something truly remarkable.

POSITION SUMMARY

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.

ESSENTIAL JOB RESPONSIBILITIES

Accounts Payable Support

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

Vendor Records and Documentation

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

Accounting and Administrative Support

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

KNOWLEDGE AND SKILLS QUALIFICATIONS

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 elevate 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

EDUCATION, EXPERIENCE, CERTIFICATIONS, AND LICENSES

High school diploma or equivalent required; relevant accounting or administrative experience may be considered in evaluating qualifications
Associate degree, accounting coursework, or bookkeeping certificate preferred
One to three years of accounts payable, bookkeeping, accounting‑clerk, or administrative accounting experience preferred.
Basic‑to‑intermediate Excel, Outlook, and Word skills
Experience with invoice‑processing or accounting software preferred
Ability to maintain the highest level of confidentiality when handling sensitive financial, vendor, and member information
Jonas Club Management software or Ottimate software preferred but not required
Private club experience preferred but not required

PHYSICAL REQUIREMENTS

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.

WAGE RANGE & BENEFITS

$28.00 - $34.00/hr, with a competitive benefit package.