Key Accountabilities, Continuous Improvement and Standards:

Accounts Payable Processing

Receive, review, code, and enter vendor invoices accurately and on time.

Route invoices for proper approval according to company policy.

Prepare vendor payments, including checks, ACH, wire, and credit card payments as applicable.

Maintain accurate vendor records, including W-9s, payment terms, and contact information.

Reconcile vendor statements and resolve discrepancies in a timely manner.

Ensure AP documentation is complete, organized, and audit-ready.

Accounts Receivable Processing

Prepare and issue customer invoices accurately and on schedule.

Apply customer payments to the correct accounts and invoices.

Monitor customer balances and follow up on past-due invoices.

Support collections activity through professional customer communication.

Research and resolve billing discrepancies, short payments, credits, and unapplied cash.

Maintain accurate customer records and supporting documentation.

Reconciliations and Month-End Support

Assist the Accounting Manager with month-end close activities.

Reconcile assigned AP, AR, cash, credit card, or balance sheet accounts.

Identify and resolve transaction discrepancies before close deadlines.

Provide supporting schedules and documentation for financial reporting.

Help ensure the monthly close is completed accurately and on time.

NetSuite Data Accuracy and Process Discipline

Maintain accurate AP and AR transaction records in NetSuite.

Follow established workflows for approvals, coding, posting, and payment processing.

Identify opportunities to improve efficiency, accuracy, and documentation.

Assist with NetSuite cleanup, process automation, and reporting improvements.

Escalate system, process, or control issues to the Accounting Manager promptly.

Internal Controls and Compliance

Follow company policies for invoice approvals, payment authorization, customer billing, and cash application.

Maintain confidentiality of financial, customer, and vendor information.

Help ensure transactions comply with company accounting standards and internal control requirements.

Report unusual activity, discrepancies, or potential financial risks to the Accounting Manager.

Support the credit approval process through preliminary customer screening, verification, and risk assessment. Support audit preparation by providing documentation and transaction support.

Stakeholder, Vendor and Customer Support

Respond professionally and promptly to vendor, customer, and internal inquiries.

Partner with operations, purchasing, sales, and leadership teams to resolve invoice or payment issues.

Communicate clearly about missing approvals, billing questions, payment status, or account discrepancies.

Maintain a service-oriented approach while protecting accounting accuracy and control standards.

Monitor adherence to approved customer credit terms.

Validate and maintain resale certificates and or tax-exempt certificates

Values and Behaviors What "Living the Values" Looks Like in This Seat

Demonstrates accuracy, integrity, and accountability in every transaction.

Treats company, vendor, and customer financial information with strict confidentiality.

Follows through on invoices, approvals, reconciliations, and open issues without being reminded.

Communicates professionally with vendors, customers, and internal team members.

Shows strong attention to detail and catches errors before they become financial reporting issues.

Maintains organized records and audit-ready documentation.

Works collaboratively with the Accounting Manager and other departments to solve problems.

Takes ownership of improving AP and AR processes, not just completing tasks.

Uses NetSuite consistently and accurately as the sourceof truth.

Escalates issues early when something appears incorrect, unusual, or outside policy.

Amazing Magnets LLC

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Accounting Assistant