Job Title: Accounting Administrator, Onsite

Location: Verus Associates Inc. Concord, CA (Onsite)

Department: Accounting & Finance

Reports To: Controller

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Position Summary:

Verus Associates Inc. is seeking an Accounting Administrator to provide administrative and transactional support to the Accounting Specialist and Controller at our Concord, CA office. Reporting to the Controller, this role assists with invoice processing, payment coordination, customer receipts, payroll file preparation, routine reconciliations, and financial recordkeeping. The position works collaboratively with the accounting team to support timely completion of assigned work, maintain organized documentation, and provide backup coverage within established procedures and approval controls. 

Responsibilities:

Accounting Team Support

• Review vendor invoices for accurate project, job, and cost codes; match invoices to purchase orders; obtain required approvals; and enter approved invoices into the accounting system.
• Prepare a weekly payment recommendation report for the Controller, identifying amounts due, due dates, supporting documentation, and items requiring resolution.
• Deposit customer checks securely and promptly, record receipts in the accounting system, and maintain deposit documentation.
• Prepare payroll entry files for the payroll processor as needed, using approved information and obtaining review before submission.
• Prepare routine bank, credit card, and account reconciliations. Document discrepancies and refer unresolved items to the Controller.
• Respond professionally to routine vendor and internal inquiries, coordinate follow-up with the Accounting Specialist, and escalate matters requiring approval or accounting judgment to the Controller or designated reviewer.
• Maintain orderly invoice, receipt, payment, payroll, and reconciliation records to support review and business continuity.

Accounting Support

• Support credit card expense reports by gathering receipts, checking project and cost-code assignments, and following up on missing documentation.
• Prepare weekly accounts receivable follow-up lists and coordinate approved collection activities with management.
• Assist with routine journal-entry support and financial reporting schedules under Controller direction; submit entries and adjustments for review before positing.
• Support the Accounting Specialist in coordinating with Project Managers, Procurement, and department leaders to obtain documentation and resolve routine coding questions.
• Gather supporting records for audits, sales tax preparation, and work-in-progress (WIP) review; refer technical questions and proposed adjustments to the Controller.
• Provide backup administrative and transactional support for the Accounting Specialist and accounting team as assigned by the Controller, following documented procedures and established review and approval requirements.

• Experience supporting accounts payable, accounts receivable, bookkeeping, or accounting administration.
• Working knowledge of routine accounting processes, transaction documentation, and account reconciliations.
• Ability to use accounting software and Microsoft Excel, Word, and Outlook accurately and efficiently.
• Strong attention to detail, organizational skills, and ability to manage recurring deadlines and multiple tasks.
• Clear written and verbal communication and ability to work independently and collaboratively.
• Ability to handle confidential financial and payroll information and follow established approval procedures.
• Familiarity with internal controls, audit documentation, and financial reporting experience is a plus.
• Experience with project or job-cost coding, purchase-order matching, credit card reconciliations, and payroll file preparation is a plus.
• Experience with Microsoft Excel PivotTables is a plus.
• Education in Accounting, Finance, or a related field, or equivalent practical experience is a plus.