Position Overview We are seeking an experienced Accounting Assistant / Assistant to the Controller to join our Wantagh office. This is a hands-on accounting and administrative position supporting our Controller and taking day-to-day ownership of a number of important accounting functions, including accounts receivable, accounts payable, invoicing, cash receipt posting, check preparation, collections, and certified payroll reporting. This is not an entry-level bookkeeping position . The successful candidate should already understand the fundamentals of accounts payable and accounts receivable and be comfortable working accurately and independently in an accounting system. We can teach our specific procedures and systems, but we are looking for someone who comes in with a solid accounting/bookkeeping foundation. The position also handles several recurring office and fleet-administration responsibilities. Accuracy, organization, follow-through, and the ability to manage multiple recurring responsibilities are essential. Primary ResponsibilitiesAccounts Receivable & Billing Prepare customer invoices from completed proformas. Review billing documentation for completeness and accuracy, including purchase orders, job numbers, supporting documentation, and applicable sales-tax information. Enter and maintain invoices in Sage BusinessWorks . Scan invoices to Box. Send invoices to customers by email or mail as required. Post customer payments and accurately apply cash receipts to outstanding invoices. Scan and enter bank deposits. Process customer credit-card payments through our merchant-processing portal. Perform routine collection follow-up on outstanding accounts by telephone and email. Escalate disputed or problem accounts to the Controller. Maintain organized electronic and paper accounts-receivable files. Accounts Payable Enter vendor invoices into Sage BusinessWorks. Match invoices with purchase orders, receiving documents, tickets, and other supporting documentation. Enter provided general-ledger and job-cost coding accurately. Review documentation for completeness before processing. Reconcile vendor statements. Communicate directly with vendors regarding payment status, missing invoices, discrepancies, W-9s, and similar routine matters. Prepare accounts-payable checks for management signature. Mail checks via USPS or overnight delivery. Maintain accurate and organized accounts-payable files. Occasionally enter or update vendor and subcontractor information. Certified Payroll Prepare certified-payroll reports using Quantum based on payroll and classification information provided by management. Ensure certified-payroll forms are complete and accurate before submission by the responsible staff member. Distribute employee paychecks. This position does not process regular payroll, determine prevailing-wage classifications or rates, calculate fringe benefits, or submit certified-payroll reports. Fleet & Driver Administration Our company operates a fleet of approximately 15 vehicles. This position provides administrative support for the fleet, including: Maintain the company fleet spreadsheet. Track vehicle registration and inspection expiration dates. Coordinate registration renewals and maintain current DMV records. Maintain vehicle files, plates, registrations, and related documentation. Print and distribute updated vehicle insurance cards as received. Maintain company E-ZPass accounts. Review vehicle or driver tickets, identify the responsible driver, and escalate the matter to management. Distribute and maintain records relating to company gas cards. General Office Administration Answer and route approximately 10-20 incoming telephone calls per day. Maintain a call log recording caller name, telephone number, time, and disposition. Directly handle calls related to accounts receivable, accounts payable, billing, and other assigned responsibilities when appropriate. Coordinate UPS and FedEx shipments, including preparing labels, arranging pickups, receiving deliveries, tracking packages, and maintaining shipping supplies. Maintain office-supply inventory and place routine supply orders. Perform filing, scanning, correspondence, document retention, and other general administrative duties. Maintain organized AR and AP documentation and files. Distribute company paychecks and gas cards. Required Qualifications Previous bookkeeping or accounting experience is required. Working knowledge of accounts payable and accounts receivable. Experience entering invoices, bills, payments, and other transactions into an accounting system. Understanding of basic accounting documentation and internal controls. Ability to review invoices and supporting documentation carefully for accuracy and completeness. Experience preparing checks and handling sensitive financial information. Strong organizational skills and attention to detail. Ability to manage recurring deadlines and follow tasks through to completion. Comfortable communicating professionally with customers, vendors, drivers, and coworkers by telephone and email. Proficiency with Microsoft Outlook and Word. Working knowledge of Microsoft Excel; ability to use basic formulas is strongly preferred. Comfortable working with Adobe Acrobat and electronic documents. Ability to learn and work within established company procedures. Preferred Qualifications Experience with Sage BusinessWorks or another comparable accounting system. Experience preparing certified payroll. Experience with Quantum certified-payroll software. Experience in construction, trucking, environmental services, or another project/job-cost-oriented business. Experience supporting a Controller or accounting department. A college degree is not required. Relevant experience, demonstrated accounting knowledge, reliability, and the ability to perform the work accurately are more important to us than a particular degree or number of years in the field. What Success Looks Like This position handles financial functions where accuracy matters. In particular, we need someone who can consistently and correctly manage: Accounts receivable Accounts payable Customer invoicing Accounts-payable check preparation The right candidate will take ownership of these responsibilities after becoming familiar with our procedures rather than requiring continual direction from the Controller. Schedule Monday through Friday 8:30 AM-4:30

PM Full-time Pay:

$27.00 - $32.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) Health insurance Paid time off

Work Location:

In person