Accounting (Quickbooks) & Operations Assistant

To excel as an Accounting (QuickBooks) & Operations Assistant at CleanBooks, a basic understanding of accounting principles such as debits, credits, and accruals is essential. Proficiency in QuickBooks, alongside spreadsheet tools like Excel and Airtable, will also make a significant impact. Attention to detail, strong organizational skills, and the ability to handle multiple tasks are vital for managing day-to-day operations effectively.

As a remote position with CleanBooks, the work environment is dynamic and collaborative. You will have the freedom to manage your tasks while working independent of constant supervision. This role suits individuals who can take ownership of their responsibilities, ask questions, and contribute proactively to improve processes and achieve team goals.

Your tasks as an Accounting (QuickBooks) & Operations Assistant at CleanBooks will include managing invoices in QuickBooks, monitoring accounts receivable, performing payroll reconciliations with systems like Toast, and ensuring accurate financial reporting. You'll also be involved in tracking media content, reviewing client contracts, and managing client billing efficiently.

While a prior experience in bookkeeping is preferred, it is not mandatory. What CleanBooks values most is your basic understanding of accounting principles, proficiency in QuickBooks, and a strong willingness to learn. Even if you're a quick learner or have transferrable skills from other domains, you are encouraged to apply!

CleanBooks leverages cutting-edge AI technology to deliver seamless and efficient bookkeeping solutions. As an Accounting (QuickBooks) & Operations Assistant, you will play a pivotal role in maintaining financial accuracy by managing detailed records, categorizing transactions appropriately, and performing timely reconciliations to ensure clients receive accurate and transparent financial insights.

Essential traits include attention to detail, a proactive mindset, accountability for your tasks, and strong communication skills. You should be comfortable working independently while also collaborating with team members, demonstrating critical thinking when addressing discrepancies, and constantly seeking opportunities to enhance processes.

In this role, you will predominantly use QuickBooks for financial management. Additionally, familiarity with software tools like Airtable for contract management, Toast for payroll reconciliation, and Ramp for expense management will be beneficial. Proficiency in Excel will also enhance your ability to analyze data and streamline processes effectively.

When discussing your experience with QuickBooks, share specific examples of tasks you've accomplished using the software, such as managing accounts payable and receivable or preparing financial reports. Highlight how you ensured accuracy and efficiency in your previous positions, emphasizing your understanding of its features and functionalities.

Demonstrate your commitment to accuracy by discussing your methods for double-checking your work, implementing systematic approaches, and using checklists or accounting software features to minimize errors. Share a specific instance where your attention to detail prevented a financial discrepancy or aided in resolving an issue.

Think about a scenario where you encountered discrepancies or heavy workloads. Explain the situation by detailing the problem, your approach to finding a solution, and the outcome. This will showcase your problem-solving abilities and capacity to handle stress effectively.

Discuss your approach to prioritization, which may include using task management tools, setting deadlines, and assessing the urgency of tasks. Use examples to illustrate how you handle competing priorities while ensuring that essential financial tasks are completed in a timely manner.

Share your experiences with Airtable and any similar software. Emphasize your ability to input and manage client data accurately, your ease with navigating the interface, and how you've used it for contract management or financial reporting to support operational tasks.

Explain your method for identifying and investigating unusual transactions. You may discuss cross-referencing with records, reaching out to team members, and documenting your findings. Mention the importance of maintaining transparency in financial reporting and correcting any issues that arise.

Detail your approach to managing accounts receivable, including sending follow-up emails for outstanding invoices and tracking payment statuses. Provide examples of how you maintained positive client relationships during the invoicing process while ensuring timely payments.

To answer this, do some research on CleanBooks and their unique offerings, such as their use of AI technology for bookkeeping. Talk about how their commitment to accuracy, efficiency, and client satisfaction resonates with your personal values, and why you want to be a part of that mission.

Address how you view constructive criticism as an opportunity for growth rather than a setback. Share examples of how you've taken feedback on board in the past and improved your performance, underscoring your adaptability and willingness to learn.

Frame your answer around CleanBooks' mission and values, describing how they align with your career goals and aspirations in the accounting field. Discuss your enthusiasm for contributing to their innovative approach to bookkeeping and your desire to grow within a proactive and challenging environment.