Bookkeeping Assistant Job Description [Updated for 2025]

In the world of finance, the role of bookkeeping assistants is increasingly gaining importance.

As businesses evolve, the need for proficient individuals who can effectively maintain, manage, and analyze financial records becomes more critical.

But what exactly is expected from a bookkeeping assistant?

Whether you are:

• A job seeker trying to understand the core responsibilities of this role,
• A hiring manager trying to identify the perfect candidate,
• Or simply curious about the intricacies of bookkeeping,

You’ve come to the right place.

Today, we present a customizable bookkeeping assistant job description template, designed for easy posting on job boards or career sites.

Let’s delve right into it.

Bookkeeping Assistant Duties and Responsibilities

Bookkeeping Assistants support the finance department in their daily operations and work closely with the bookkeeper or accountant.

Their role is primarily data-based, involving a lot of number crunching, reporting, and record-keeping.

Their duties and responsibilities include:

• Assist in maintaining financial records, including purchases, sales, receipts, and payments
• Help with bank statement reconciliation, balancing department budgets, invoicing clients, ensuring prompt payment, and maintaining ledgers
• Prepare financial reports by collecting, analyzing, and summarizing account information
• Support the Bookkeeper or Accountant in preparing annual budgets, financial forecasts, and audit preparation
• Perform data entry tasks and update financial information in the database
• Assist in handling bookkeeping and following accounting best practices
• Ensure compliance with all internal processes
• Manage the monthly journal entries and post them in the ledger
• Coordinate with the finance team to complete assigned accounting tasks within deadlines
• Perform administrative duties such as filing, typing, copying, binding, and scanning, as needed

 

Bookkeeping Assistant Job Description Template

Job Brief

We are seeking a detail-oriented bookkeeping assistant to assist our finance team in maintaining and reviewing financial records.

The bookkeeping assistant will be responsible for supporting bookkeeping and accounting procedures including managing accounts payable and receivable, processing invoices, updating financial records and completing other financial tasks as necessary.

Ideal candidates should have a strong understanding of financial and accounting principles, a high degree of accuracy and attention to detail, and excellent time-management skills.

 

Responsibilities

• Assist with all bookkeeping tasks including accounts payable, accounts receivable, and bank reconciliations
• Prepare and process invoices for payment
• Update and maintain financial records
• Complete ad hoc financial reports as requested
• Maintain confidentiality of financial information
• Assist with month-end and year-end close procedures
• Communicate with vendors and clients to resolve any financial discrepancies

 

Qualifications

• Proven work experience as a bookkeeping assistant or similar role
• Familiarity with basic accounting principles
• Proficiency in MS Office and knowledge of accounting software (e.g. QuickBooks)
• Excellent organizational and time-management skills
• Attention to detail with an ability to spot numerical errors
• Good understanding of data privacy standards
• Associate’s or bachelor’s degree in Finance, Accounting or related field

 

Benefits

• 401(k) plan
• Health, dental, and vision insurance
• Paid time off
• Professional development assistance

 

Additional Information

• Job Title: Bookkeeping Assistant
• Work Environment: Office setting with occasional remote work options. No travel required.
• Reporting Structure: Reports to the Bookkeeper or Finance Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $32,000 minimum to $45,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a Bookkeeping Assistant Do?

Bookkeeping Assistants work under the supervision of a senior bookkeeper or accountant, assisting them in managing a company’s financial data.

They handle a wide array of tasks including data entry of financial transactions, maintaining and updating financial records, and assisting in the preparation of balance sheets and income statements.

Bookkeeping assistants are also responsible for reviewing invoices and expense reports, ensuring they are accurately recorded and paid on time.

They may also process payroll, handle bank deposits, and reconcile bank statements.

Some bookkeeping assistants may aid in preparing tax returns and other financial reports, depending on their level of experience and the needs of the company.

They may also assist in auditing services, ensuring the accuracy and completeness of the company’s financial records.

Their role is crucial in ensuring the smooth operation of the financial side of a business, helping to maintain financial clarity and accuracy.

 

Bookkeeping Assistant Qualifications and Skills

A skilled Bookkeeping Assistant should demonstrate a combination of technical skills, meticulous attention to detail, and excellent communication abilities, including:

• Proficient in the use of bookkeeping software, online spreadsheets, and databases to manage and record financial data
• Attention to detail to ensure accurate recording of financial transactions
• Strong mathematical skills for calculating and managing financial records
• Excellent communication skills to interact with clients and colleagues, ensuring clear understanding of financial data and reports
• Ability to organize and prioritize tasks to meet deadlines and maintain up-to-date records
• Understand basic accounting principles to properly categorize expenses, income, and other financial transactions
• Problem-solving skills to identify and resolve discrepancies in financial data
• Discretion and understanding of the need for confidentiality due to access to sensitive financial information

 

Bookkeeping Assistant Experience Requirements

Bookkeeping Assistants often start their careers with an understanding of basic accounting principles, usually gained through a diploma or associate degree in accounting or a related field.

Some Bookkeeping Assistants might have gained their initial experience through internships, part-time roles or even volunteer positions in a financial department.

It is common for entry-level candidates to have 1 to 2 years of experience in roles such as Accounting Clerk, Financial Analyst, or in smaller-scale bookkeeping tasks.

Candidates with more than 3 years of experience generally have developed their skills further, having been exposed to larger scale bookkeeping tasks or having worked in busier environments.

They might have gained proficiency in bookkeeping software and tools, and are often capable of handling more complex bookkeeping tasks.

Bookkeeping Assistants with more than 5 years of experience often have a more comprehensive knowledge of bookkeeping principles and practices.

They may be entrusted with supervisory responsibilities and may be ready for more challenging roles such as Senior Bookkeeper or Bookkeeping Manager.

They may also have experience with financial reporting and business tax preparation.

 

Bookkeeping Assistant Education and Training Requirements

Bookkeeping Assistants typically require a high school diploma or equivalent.

However, many employers prefer candidates with post-secondary education in fields such as accounting, finance, or business administration.

A strong understanding of bookkeeping principles, accounting software and spreadsheet programs is essential.

Familiarity with software like QuickBooks, Microsoft Excel, and Sage 50 Accounting can be beneficial.

Many Bookkeeping Assistants obtain an Associate’s degree in Accounting or a related field.

These programs offer coursework in areas like tax preparation, payroll, and financial analysis, which are beneficial to the bookkeeping role.

Certifications are not typically required but may be preferred by some employers.

Certification programs like Certified Bookkeeper (CB) and Certified Public Bookkeeper (CPB) can demonstrate a candidate’s competence and dedication to the field.

Continued education is also important for Bookkeeping Assistants to stay updated with the latest financial regulations and accounting software updates.

This can be achieved through seminars, workshops, or additional coursework.

Experience, while not strictly necessary, can be an advantage.

Some positions might require a minimum of 1-2 years of experience in a similar role.

Internships or entry-level roles in accounting or bookkeeping can provide this experience.

 

Bookkeeping Assistant Salary Expectations

A Bookkeeping Assistant can expect to earn an average salary of $38,991 (USD) per year.

However, this wage can vary greatly based on factors such as location, experience level, and the size and type of the employer company.

 

Bookkeeping Assistant Job Description FAQs

What skills does a Bookkeeping Assistant need?

Bookkeeping Assistants should have strong numerical skills and be detail-oriented to maintain accurate records.

They should also possess solid organizational skills to manage files and information efficiently.

Familiarity with accounting software and proficiency in Microsoft Excel is typically required.

Communication skills are also important as they will need to liaise with other departments and sometimes clients or suppliers.

 

Do Bookkeeping Assistants need a degree?

While a degree is not always required, many employers prefer candidates with an associate or bachelor’s degree in accounting, finance, or a related field.

In lieu of a degree, significant work experience and knowledge of bookkeeping practices can also be sufficient.

Professional certification, such as that from the American Institute of Professional Bookkeepers, can also be beneficial.

 

What should you look for in a Bookkeeping Assistant resume?

A good Bookkeeping Assistant resume should demonstrate strong mathematical skills and a keen eye for detail.

It should list experience with accounting or bookkeeping software, as well as any industry-specific software if relevant.

Look for a history of successful financial record management and any experience in a role requiring trust and confidentiality.

 

What qualities make a good Bookkeeping Assistant?

A good Bookkeeping Assistant is meticulous, reliable, and has a strong understanding of financial and accounting principles.

They work well independently but can also collaborate effectively as part of a team.

They should be able to manage multiple tasks and deadlines, and maintain a high degree of accuracy in their work.

 

What are the daily duties of a Bookkeeping Assistant?

On a typical day, a Bookkeeping Assistant might start by checking and responding to financial correspondence.

They would then review and update financial data, verify and reconcile invoices, and assist with payroll preparation.

They might prepare reports and summaries for their superiors, and perform general administrative tasks like filing and data entry.

They also ensure compliance with accounting policies and regulatory requirements.

 

Conclusion

And that’s a wrap.

Today, we unveiled the true essence of being a bookkeeping assistant.

And you know what?

It’s not just about crunching numbers.

It’s about sculpting the financial landscape, one entry at a time.

With our handy bookkeeping assistant job description template and real-world examples, you’re ready to make your next career move.

But why limit yourself?

Dive deeper with our job description generator. It’s your essential tool for crafting precision-made listings or polishing your resume to perfection.

Remember:

Every financial entry is a piece of a larger financial puzzle.

Let’s solve that puzzle. Together.

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