Accounting Assistant

Spectrum Aquatics is a Montana manufacturer that specializes in designing and producing commercial aquatics equipment. The Accounting Assistant directly reports to the staff accountant supporting the accounting department in a wide array of activities.

Essential Duties and Responsibilities

General Responsibilities:

• Directly responsible for answering the phone, processing the mail, and resolving vendor and customer issues in a timely manner.
• Set up regular maintenance appointments for office equipment and maintain cleanliness of front office.
• Attend scheduled meetings and training as directed by management.
• Assist with or accept other duties as may be considered necessary in the circumstances or as directed by management.

Accounting Related Responsibilities:

• Timely and accurately process vendor invoices.
• Manage the accounts payable function, including but not limited to maintaining vendor files, GL account coding, vendor correspondence, verifying PO receipt of goods, verifying freight shipments, reconciliation of vendor statement and payment of all vendor invoices.
• Solve discrepancies between vendor invoices and receipt of goods.
• Work with vendors to pay invoices via American Express or MasterCard and prepare backup documentation.
• Manage expense report process, including timely and accurate reconciliation of the American Express and MasterCard vendor account to statements.
• Track freight costs to ensure that profitability is maintained.
• Open customer orders on daily basis and work with Staff Accountant as needed to address customer orders that are on credit hold.
• Process credit card payments, review orders submitted by sales department, and assist in resolve customer payment issues as needed.
• Update the daily cash receipts log and post deposit payments.
• Manage the mailing of customer invoices and statements.
• Maintaining electronic and hard copy filing systems for the Accounting department.
• Support Accounting Department in month-end and year-end close activities.
• Responsible for scanning and renaming of all of documents for the accounting department.
• Responsible for ordering office and breakroom supplies in accordance with company approval process.
• Manage sales tax exemption certificate process, including timely scanning, renaming and sending certificates to PlayCore corporate tax department to be uploaded into Avalara and then opening customer orders when approved.
• Prepare and distribute daily sales reports.
• Responsible for annual 1099 preparation.
• Responsible for annual unclaimed property reporting.
• Process RMA & other debit and credit memos weekly.
• Assist with credit and collections process by preparing vendor and bank reference letters for new applications and sending initial reminders to customers for past due invoices per policy.
• Assist the Staff Accountant in other tasks as needed.
• Other duties may be assigned by Manager or Supervisor.

Education and/or Experience

• Experience with accounts payable and accounts receivable processes. Credit & collections or general accounting experience a plus.

Computer Skills

• Microsoft Office (Excel, Word, Outlook)
• Experience with accounting software

PlayCore is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.

Job Type: Full-time

Job Location:

• Missoula, MT