How to Be Accounting Assistant/Clerk - Job Description, Skills, and Interview Questions

Jan 10, 2021 / 5 Minutes Read / By Albert

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The Accounting Assistant/Clerk plays an important role in ensuring accurate financial records for a company or organization. They are responsible for preparing financial reports and statements, tracking accounts receivable, accounts payable, and payroll, and maintaining accurate financial records. If their work is not accurate, it can lead to costly mistakes, such as inaccurate budgeting, overspending, late payments, and other financial errors.

By having an accurate and up-to-date accounting system, companies can ensure that their financial records are accurate and that potential problems are identified and corrected quickly. it will enable them to make informed decisions regarding the companys finances and ensure that their cash flow remains healthy.

Steps How to Become

Earn a High School Diploma or GED. Most employers require a high school diploma or GED for entry-level positions as an accounting assistant or clerk.
Get Certified. Many employers prefer accounting assistants and clerks who have achieved a professional certification such as the Certified Bookkeeper (CB) or Certified Accounting Technician (CAT).
Obtain Relevant Work Experience. It is important to get experience in accounting if you want to become an accounting assistant or clerk. You can gain experience by working as an intern, volunteer, or trainee in a related field.
Pursue Advanced Education. To increase your chances of landing a job as an accounting assistant or clerk, consider earning a college degree in accounting, finance, or business.
Develop Soft Skills. Employers look for accounting assistants and clerks who have strong organizational, communication, and problem-solving skills. Take courses or attend workshops to develop these skills.

Accounting assistants/clerks can be the ideal and capable employees for any business. To become an effective accounting assistant/clerk one must possess the necessary skills and knowledge. This includes having a strong knowledge of basic accounting principles, understanding of financial systems, and the ability to analyze financial data.

they need to be organized and have excellent communication skills to be able to effectively interact with colleagues and customers. Having a good grasp of accounting software, such as QuickBooks and Excel, is also essential. With these abilities in hand, accounting assistants/clerks can help create accurate financial reports, handle customer invoices, manage payroll, and more; all of which can help a business run smoothly and efficiently.

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Job Description

Create and maintain updated accounts receivable and accounts payable records
Handle incoming payments and ensure proper application of customer payments
Issue invoices to customers and credit memos as needed
Reconcile and balance general ledger accounts
Prepare bank deposits and reconcile bank statements
Prepare financial statements, reports, and other related documents
Process payroll, including calculating payroll taxes and deductions
Assist in preparation of tax returns and other financial documents
Perform accounting functions such as coding and recording journal entries
Assist with month-end closing activities and reports
Respond to inquiries from internal and external customers regarding accounting documents
Participate in annual audit process and ensure compliance with applicable laws and regulations
Maintain accurate records of all financial transactions
Research, analyze, and report on financial information as needed

Skills and Competencies to Have

Knowledge of accounting and bookkeeping principles
Ability to use accounting software/databases
Excellent organizational and time management skills
Strong attention to detail
Good communication and interpersonal skills
Proficiency in MS Office (Word, Excel, Access)
Ability to work independently
Knowledge of financial regulations and standards
Ability to meet deadlines
Ability to analyze financial data and prepare reports

Good accounting skills are essential for an Accounting Assistant/Clerk. Organization and attention to detail are key components of success in this field. The ability to work with numbers, understand financial records, and accurately process complex transactions is fundamental.

mathematical aptitude, problem-solving skills, and the capacity to work independently are also important. Accounting Assistants/Clerks must also be able to communicate effectively with customers, vendors, and other stakeholders, providing customer service and resolving any discrepancies that may arise. Communication is a necessary skill for building strong customer relationships, as well as for troubleshooting problems.

Finally, an Accounting Assistant/Clerk must maintain a high level of accuracy and integrity in their work, as mistakes can have serious consequences. These essential skills enable Accounting Assistants/Clerks to achieve success in their roles and contribute to the success of their employers.

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Frequent Interview Questions

What accounting experience do you have?
How would you handle a situation where you had to deal with a difficult customer?
What processes do you use to record financial transactions?
Describe a time when you had to handle a complex accounting issue.
What strategies do you use to ensure accuracy in your accounting work?
How do you stay organized and manage multiple tasks at once?
What computer programs are you proficient in for accounting purposes?
Describe a time when you took the initiative to improve an accounting process.
How do you handle tight deadlines?
What do you find most rewarding about accounting?

Common Tools in Industry

Accounting Software. This software allows businesses to record, store and analyze financial data. Example: QuickBooks.
Spreadsheet Software. This type of software allows users to create and manage spreadsheets. Examples: Microsoft Excel, Google Sheets.
Bookkeeping Software. This software helps keep track of financial records and transactions. Examples: FreshBooks, Xero.
Document Management Software. This type of software helps manage and store documents in an organized manner. Examples: Dropbox, Google Drive.
Tax Preparation Software. This software helps prepare tax returns and manage taxes and deductions. Examples: TurboTax, TaxAct.
Time Tracking Software. This software helps manage and track employee time, attendance and productivity. Examples: TSheets, Clockify.

Professional Organizations to Know

American Institute of Certified Public Accountants (AICPA)
Association of International Certified Professional Accountants (AICPA)
National Association of Tax Professionals (NATP)
Institute of Management Accountants (IMA)
Institute of Internal Auditors (IIA)
The Financial Executives Networking Group (FENG)
The National Society of Accountants (NSA)
The Institute of Chartered Accountants in England and Wales (ICAEW)
The Chartered Institute of Management Accountants (CIMA)
The Association of Government Accountants (AGA)

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Common Important Terms

Accounts Payable. A type of accounting transaction that involves a company paying a vendor or supplier for goods or services.
Accounts Receivable. A type of accounting transaction that involves a company receiving payment from a customer for goods or services.
Ledger. A detailed record of all financial transactions associated with a particular account.
Journal Entry. A record of a financial transaction that is made in a journal in order to transfer money from one account to another.
Reconciliation. The process of comparing two sets of records in order to ensure accuracy and completeness.
Debits and Credits. A system of double-entry bookkeeping in which each transaction is recorded as both a debit and a credit.
Bookkeeping. The process of recording and tracking financial transactions.
Bank Reconciliation. The process of comparing the bank statement to the company's records in order to ensure accuracy and completeness.
General Ledger. A record of all financial transactions associated with an organization, broken down by account type.
Cash Flow Statement. A report that shows the inflows and outflows of cash within an organization over a specified period of time.

Frequently Asked Questions

What is the primary responsibility of an Accounting Assistant/Clerk?

The primary responsibility of an Accounting Assistant/Clerk is to provide administrative and financial support, such as maintaining records, processing invoices and payments, and preparing financial reports.

What qualifications are needed to become an Accounting Assistant/Clerk?

To become an Accounting Assistant/Clerk, one must have a high school diploma or equivalent and experience in bookkeeping and/or accounting. It is also helpful to have experience with computerized accounting systems and other office software.

What type of duties does an Accounting Assistant/Clerk perform?

An Accounting Assistant/Clerk typically performs a variety of duties including data entry, reconciling accounts, preparing reports, maintaining records, and processing invoices and payments.

What is the expected salary range for an Accounting Assistant/Clerk?

The average salary for an Accounting Assistant/Clerk ranges from $30,000 to $45,000 per year depending on experience and location.

What software applications are commonly used by an Accounting Assistant/Clerk?

Commonly used software applications for an Accounting Assistant/Clerk include QuickBooks, Microsoft Excel, Peachtree, and other accounting-related software.