| Detail | For this role |
|---|---|
| Department | Finance and Accounts |
| Level | Entry level |
| Reports to | Accounts Officer |
| Direct reports | None |
| Experience | Fresher or up to 2 years |
Accounts Assistant job description template
Copy this job description, replace the text in square brackets and post it on your careers page or a job portal.
Job title: Accounts Assistant
Department: Finance and Accounts
Reports to: Accounts Officer
Location: [City], [office, branch or site]
About the role
An Accounts Assistant supports the accounts team with data entry, filing and routine tasks. They enter vouchers, chase bills and approvals, maintain records and help keep the books moving. The role reports to the Accountant or Accounts Officer and is a common entry into a finance career. A good Accounts Assistant is careful and quick, keeps documents in order and learns the accounting basics fast, taking routine load off the accountants above them.
Key responsibilities
- Enter vouchers and basic accounting transactions in the system under guidance.
- Collect, sort and file bills, vouchers and supporting documents in order.
- Follow up with departments and vendors for missing bills and approvals.
- Maintain registers for invoices, payments, cheques and courier records.
- Help match invoices with purchase orders and goods received notes.
- Support bank and cash entry work and photocopy or scan records.
- Assist in preparing simple statements and data for the accountant.
- Handle petty cash vouchers and keep the imprest record updated.
- Coordinate with the bank for deposits, statements and small errands.
- Support the team with document preparation and retrieval during audits.
Requirements
- B.Com or pursuing a commerce degree
- Basic computer and Excel skills
- Interest in accounting work
- Fresher or up to 2 years
KRAs and KPIs for a Accounts Assistant
Key result areas for the appraisal form, each with a KPI you can measure every month or quarter.
| Key result area | How to measure it |
|---|---|
| Data entry accuracy | Voucher entry errors found on review held low each month |
| Documentation | Bills and vouchers filed in order and traceable within minutes when needed |
| Follow up | Pending bills and approvals chased and closed within the agreed time |
| Register upkeep | Invoice, payment and cheque registers kept current every day |
| Support | Tasks assigned by the accountant completed within the agreed time |
Skills and tools
Tools used day to day: Tally Prime, MS Excel, MS Word, Scanner and printer, Email.
Reporting line and career path
Next roles: Accountant, Accounts Officer, Accounts Executive
Interview questions for a Accounts Assistant
- How do you keep bills and vouchers filed so they are easy to find?
- What details do you check while entering a voucher?
- How do you follow up for a bill that a department has not sent?
- How do you keep petty cash vouchers in order?
- How comfortable are you with Excel and Tally basics?
- How do you handle a busy day with many entries pending?
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What does an Accounts Assistant do?
An Accounts Assistant supports the accounts team with data entry, filing and routine tasks. They enter vouchers, chase bills and approvals, maintain registers, help match invoices and keep documents in order. Reporting to the Accountant or Accounts Officer, the role is a common first step into a finance career.
What is the difference between an Accounts Assistant and an Accountant?
An Accounts Assistant handles data entry, filing and follow up under supervision. An Accountant records the full range of entries, reconciles accounts and helps close the month with more independence. The assistant supports; the accountant owns the day to day books.
What qualifications does an Accounts Assistant need?
Most Accounts Assistant roles ask for a B.Com or a commerce student with basic computer and Excel skills and an interest in accounting. Freshers are welcome. Willingness to learn, care with documents and comfort with Tally basics matter more than long experience at this level.