Accounting Assistant in Greenfield, Massachusetts at A R Sandri Inc
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Job Description
Position Overview: The Accounting Assistant provides core bookkeeping, administrative, and operational finance support across multiple business entities. This role is responsible for daily sales recaps, credit card and bank reconciliations, coupon processing, inventory/fleet card management, and general billing support.
Essential Functions:
- Print daily recaps for 16 C-stores, cross-referencing E-store data with Atlas reports for accuracy.
- Reconcile daily cash deposits, credit card payments, merchant payouts, and processing fees against bank statements, independent third-party documentation and internal logs.
- Manage scheduling logs for 7 unattended stations and 6 commissioned agents, attaching shifts and logging meter readings daily.
- Perform credit card reconciliations and verify bank deposits across designated banking accounts and store software. Identify, correct, and document any deposit discrepancies.
- Verify sales tax calculations, paid-on-account balances, cash over/short entries, and open-item offset credits.
- Review daily station close envelopes, sort/count product coupons, log them into tracking spreadsheets, and submit them to clearinghouses for redemption.
- Process incoming/outgoing mail and log incoming payment receipts into the accounting system (E3).
- Process Brown Bear invoices into Great Plains (GP) for payment processing.
- Manage Fleet Card processing: review incoming invoices, update terminal pricing, input costs, and process card swipes.
- Administer Fuel Assistance programs: link customer E3 accounts, track approval amounts and deliveries on master spreadsheets, batch files for agency payment processing, and reconcile invoices to payments.
- Assist Customer Service Representatives (CSRs) with benefit calculations, general billing inquiries, and daily check/cash collection reviews.
- Scan checks to the bank daily and order deposit materials for stations as needed.
- Other related tasks/duties as assigned, including special projects and specialized tasks specific to the assigned department.
General Responsibilities:
- Adhere to Sandri policies and procedures as stated in the Policies and Procedures Manual
- Adhere to all legal and safety requirements
- Provide prompt and courteous service to colleagues and external contacts
- Work schedule may require extended hours during peak periods such as month-end, year-end closing, and tax season.
- Protect the assets of the Sandri companies
Qualifications:
- 1–3 years of experience in bookkeeping, accounting assistance, or sales reconciliation preferred.
- Experience with POS/ERP software (e.g., E3, Great Plains/GP, E-store) and Microsoft Excel.
- Strong attention to detail, numerical accuracy, ability to handle multi-entity reconciliations, and clear written/verbal communication skills.
- Ability to organize multiple priorities and deadlines
- Superior organizational and general accounting skills
- Strong written and spoken communication skills using the English language
- Good judgment and strong character/professional ethics
Physical Demands:
This position requires the employee to be able to work in a typical office setting, using standard office equipment (computer, telephone, and photocopier/scanner). The employee spends most of his/her work time sitting. The employee must be able to communicate in spoken and written format in a clear and persuasive fashion with colleagues, customers, and vendors. The position requires constant tactile use of the hands as necessary to write, type, file, and use other office equipment including a computer and telephone. Position requires strong mental acuity to carry out administrative support functions, process information, and respond appropriately via written and oral means. The employee must be able to understand and clearly convey complex, detailed information when communicating with others.
Job descriptions are intended to provide an overview of an employee's duties and are not intended to be exhaustive. A job description does not constitute a contract of employment or modify and employee's at-will status. Job descriptions may be modified by management as needed to meet the operational and strategic needs of the company.