Administration & Accounting Assistant in New York, New York at Total Deployment Solutions, Inc.

Job Overview

TDS is seeking an Administration & Accounting Assistant to help with operational support of our growing organization. Working closely with management, this role will be key in ensuring finance, HR and resource management are in sync and working seamlessly. Successful candidates will bring attention to detail, familiarity with various software platforms and a sense of ownership in how they approach this opportunity. Primary responsibilities will include:

Accounting Tasks and Client Invoicing

• Responsible for the accurate and timely invoicing process, ensuring that all client services and internal expenses are billed correctly, promptly and collected. Entering all accounting and bookkeeping requirements in our TDS systems.
• Reconcile and track invoices in accounting software, resolving discrepancies and following up with clients when necessary.
• Refine invoice procedures to improve efficiency and compliance with financial policies and industry regulations.

HR and Onboarding New Employees

• Collect and process new hire tax documents (W-4, I-9, state tax forms).
• Set up employee payroll in the payroll system verifying salary, hourly rates, pay cycles, and direct deposit information.
• Process and track benefits changes (life events, coverage updates, open enrollment).
• Coordinate with IT to create company email accounts and grant system access.
• Ensure new hires are added to HR and payroll platforms

Internal Resource Timekeeping

• Ensure all timesheets are accurately completed, verifying the recorded hours against project requirements and company policies.
• Submit finalized timesheets to the payroll department on time to ensure timely and accurate employee compensation.
• Enter and update employee work hours in payroll system, ensuring proper classification of regular hours, overtime, and paid time off.
• Generate reports on employee work hours, overtime, and attendance trends to support workforce planning and budgeting decisions.

Manage the Expense Reporting and Approvals

• Review and approve expense reports submitted by team members, ensuring they comply with company policies, and verifying receipts and expenditures.
• Address any discrepancies or issues with submitted expenses, working with the team to clarify and resolve concerns.
• Prepare and organize expense reports for senior management.

Education & Experience

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field (preferred)
• 2+ years of experience in accounting, finance, HR administration, or a similar role
• Experience with client invoicing, payroll processing, and expense management

Technical Skills

• Proficiency in accounting software
• Experience with payroll systems (e.g., ADP Workforce Now)
• Familiarity with HR platforms and timekeeping software
• Strong Excel skills
• Comfortable using various business software (e.g., Microsoft Office)

Administrative & Organizational Skills

• High attention to detail and accuracy in financial and HR processes
• Strong organizational skills with the ability to multitask and prioritize work efficiently
• Ability to manage confidential information with discretion

Interpersonal & Communication Skills

• Excellent written and verbal communication skills
• Ability to collaborate effectively with team members across different departments
• Problem-solving mindset and proactive approach to resolving discrepancies