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Accounting & Administrative Assistant

New Brighton, MN 55112

Posted: 03/05/2025 Industry: Admin/Professional Job Number: 44088031 Pay Rate: $50000-60000 / year

Job Description

Job Title:Accounting & Administrative Assistant 
Location:New Brighton 
Pay Range:$60K-$63K
Shift:M-F 7am-4pm
Job Type:Direct Hire
Status: Full Time 
Education: Associate’s or Bachelor’s degree in Accounting, Business Administration, or a related field (preferred but not required).
Experience: 2+ years of experience in office administration, accounting support, or a similar role.
Work Type:In person


Job Summary:The Accounting & Admin Assistant plays a vital role in ensuring smooth office operations while providing essential accounting support. This position is responsible for maintaining accurate financial records, processing payroll, managing accounts payable and receivable, and ensuring compliance with accounting best practices. With a strong attention to detail and proficiency in QuickBooks, the Accounting & Admin Assistant will support both the sales/design and fitter teams, enhance workflow efficiency, and assist the Office Manager and President with administrative and financial tasks.


Key Responsibilities:
  • Maintain accurate project records in Excel and QuickBooks Desktop.
  • Process and manage all aspects of payroll, including certified payroll and related liabilities.
  • Oversee the Inspection & Deficiency Repair process using Inspect Point Software.
  • Provide general administrative and accounting support as needed.
  • Provide excellent customer service to clients and internal team.
  • Serve as the first point of contact for customer inquiries, troubleshooting needs professionally.
  • Handle accounts payable and receivable, including bill payments, invoicing, and collections.
  • Prepare and process lien waivers, permit requests, and other regulatory documents.
  • Organize and maintain inspection reports, ensuring accurate data entry and software updates.
  • Process customer payments and deposit funds securely.
  • Generate and send invoices upon project completion or on a scheduled basis.
  • Track internal job workflow and financial transactions through spreadsheets and QuickBooks Online.
  • Ensure accurate financial reporting, including expense tracking and cash flow monitoring.
  • Utilize QuickBooks Desktop, QuickBooks Project Tracking, and MS 365 to enhance efficiency.
  • Leverage AI tools and automation to streamline accounting and office processes.


Qualifications: 
  • Strong working knowledge of QuickBooks Online and QuickBooks Desktop.
  • Experience processing payroll, including certified payroll and payroll tax liabilities.
  • Background in accounts payable and receivable, invoicing, and financial reconciliation.
  • Previous experience working with engineering, construction, trades, or service-based businesses.
  • Proficiency in Microsoft 365 (Excel, Word, Outlook, Teams, SharePoint).
  • Strong data entry skills with a high level of accuracy and attention to detail.
  • Strong organizational skills with the ability to prioritize multiple tasks.
  • Excellent problem-solving skills and ability to troubleshoot customer and internal team issues.
  • Effective communication skills (both written and verbal).
  • Detail-oriented with a strong ability to analyze and reconcile financial records.
  • Self-motivated and able to work independently while also collaborating with the team.
  • High level of discretion and confidentiality when handling financial and payroll information.
  • Approaches interactions with genuine care and a service-oriented mindset, ensuring colleagues and customers feel supported.
  • Maintains a calm and composed demeanor, handling challenges with patience and a solutions-focused approach.


Working ConditionsThis position operates in a professional office environment, requiring prolonged periods of sitting, computer use, and interaction with team members, vendors, and customers via phone and email. There are some instances of visiting client sites.


About Us:At The Vision Companies, we go beyond matching skills to job descriptions. We advocate for you, ensuring a win-win for both candidates and clients by finding the right fit, not just any fit. Our personalized approach, grounded in core values, means we carefully select opportunities that align with your goals. We support you every step of the way and follow up to ensure satisfaction, treating each person as a valued individual.



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About New Brighton, MN

Discover exciting job opportunities in the vibrant area surrounding New Brighton, Minnesota! Nestled in the Land of 10,000 Lakes, this charming city offers a perfect blend of small-town charm and big-city amenities. With its close proximity to the Twin Cities, job seekers can enjoy a plethora of career growth opportunities while savoring the unique culture and picturesque beauty of the region. Explore local landmarks like Long Lake Regional Park, catch a show at the historic Mounds Theatre, or cheer on the Minnesota Twins at Target Field. Don't miss out on the delectable cuisine, art galleries, and outdoor recreation this area has to offer. Take the next step in your career journey and browse our job listings in New Brighton, MN today!