Learn what skills and qualities interviewers are looking for from an administrative assistant bookkeeper, what questions you can expect, and how you should go about answering them.
An administrative assistant bookkeeper is responsible for a variety of clerical and accounting tasks in an office setting. This position requires excellent organizational skills, as well as the ability to multitask and handle a variety of tasks simultaneously. If you’re applying for a position as an administrative assistant bookkeeper, you can expect to be asked a variety of questions during the interview process.
To help you prepare, we’ve compiled a list of sample questions and answers that you can use to develop your own responses. These questions cover a range of topics, including your experience with bookkeeping and accounting software, your ability to handle customer inquiries, and your experience with office procedures.
Bookkeeping software is a common tool used by administrative assistants. Employers ask this question to make sure you have experience using bookkeeping software and that you can learn any new software quickly if they use a different program than the one you’re familiar with. In your answer, let them know which programs you’ve worked with in the past and how long it took you to become proficient at each one.
Example: “I’m very comfortable working with QuickBooks Pro and Peachtree Accounting. I learned both of these programs within a few weeks of starting my last job, and I still use both regularly. I also have some experience with Freshbooks and Wave accounting.”
Administrative assistants need to have a variety of skills. Employers ask this question to make sure you know the most important ones for their administrative assistant position. Before your interview, read through the job description and highlight the skills they list as requirements. In your answer, name these skills and explain why they are important. You can also include any other skills that you feel are necessary for an administrative assistant role.
Example: “The two most important skills for an administrative assistant are organization and communication. These skills help me stay on top of my work and ensure I am meeting all of my employer’s needs. Organization is especially important because it helps me keep track of important documents and information. Communication is also essential because it allows me to relay messages from my employer to others in the company.”
Administrative assistants often work on multiple projects at once, so employers ask this question to make sure you have the organizational skills needed for the job. In your answer, explain how you stay organized and give an example of a time when you used those skills to complete a task or project on time.
Example: “I use several different methods to stay organized while working on multiple tasks. I keep all my notes in one place, whether that’s through a digital note-taking app or a physical notebook. I also color code my files and folders to help me find what I’m looking for quickly. Finally, I always set reminders on my phone to ensure I don’t miss any deadlines.”
This question can help the interviewer determine your experience level with using accounting software. If you have no prior experience, you can talk about how you would learn to use it and what steps you would take to become familiar with it. If you do have experience, you can discuss which programs you’ve used in the past and why they were effective for you.
Example: “I have worked as an administrative assistant bookkeeper for three years now, so I am very experienced with using different types of accounting software. In my previous role, we used a program called QuickBooks that was easy to navigate and allowed me to complete all of my tasks quickly and accurately. I also learned some advanced features like creating invoices and tracking expenses.”
Administrative assistants often interact with clients and customers, so employers ask this question to make sure you have experience dealing with challenging people. Your answer should show that you can remain calm under pressure and handle difficult situations effectively.
Example: “I once had a client who was very demanding. He would call me several times a day asking for updates on the project I was working on. At first, I tried to be as responsive as possible, but after a few weeks of answering his calls, I realized he just wanted someone to talk to. So, I started telling him that I was busy and couldn’t talk right now. This seemed to help, because he stopped calling me so much. Eventually, he even thanked me for being more available.”
This question is a great way for employers to learn more about your skills and experience. When answering this question, it can be helpful to list the primary responsibilities of the administrative assistant bookkeeper role you’re interviewing for.
Example: “My primary responsibility would be to manage all aspects of the accounting department. This includes managing the company’s finances, including invoicing, billing and payments. I would also ensure that the financial records are accurate and organized. Another important part of my job would be ensuring that the payroll system is running smoothly and accurately.”
Bookkeeping is a critical function for any business, and employers want to know that you understand the importance of maintaining accurate records. Your answer should show your commitment to upholding ethical standards in bookkeeping practices.
Example: “I would first make sure I had proof of the activity before reporting it. If there was enough evidence to support my suspicions, I would report it to my supervisor or manager immediately so they could take appropriate action. In some cases, this may be as simple as asking the employee about the discrepancy. However, if the situation warranted further investigation, I would work with management to ensure all proper procedures were followed.”
Administrative assistants who work in accounting often need to understand financial statements. This question helps employers determine how much experience you have with this type of document and whether you can learn quickly if needed. In your answer, explain which financial documents you’ve worked with before and what steps you would take to familiarize yourself with new ones.
Example: “I’ve worked with many different types of financial statements throughout my career. I’m comfortable working with balance sheets, profit and loss statements and other similar documents. If a company used a statement that I wasn’t as familiar with, I would spend some time learning about it so I could accurately complete the tasks I was assigned.”
This is your opportunity to show the interviewer that you are interested in the position and want to learn more about it. It’s also a chance for you to ask any questions you have about the company or the hiring process. When preparing for an interview, make sure you think of at least one question to ask the interviewer.
Example: “I do have a few questions for you. First, I noticed that this company has been growing rapidly over the past year. How does the company plan on continuing its growth? Second, I read that there was a recent change in management. What changes can we expect from the new management?”
Administrative assistants often work with other employees, including bookkeepers. Employers ask this question to make sure you know when it’s appropriate to ask for help and when you should try to solve a problem on your own. In your answer, explain that you would only ask a colleague for help if you can’t figure out the solution to a problem on your own. Explain that you are willing to do research or extra work to learn how to complete tasks on your own so you don’t have to rely on others in the future.
Example: “I think it’s important to be able to solve problems on my own. However, I also understand that sometimes we need help from our colleagues. For example, if I’m working late and I can’t figure out how to enter an expense report, I would ask my coworker for help. If I could figure out how to do the task myself, I would rather do that than inconvenience someone else. However, if I couldn’t figure it out after trying several times, I would ask for help.”
This question is a great way to see how you can improve the company’s communication with clients. This shows your ability to think critically and come up with solutions that benefit everyone involved.
Example: “I would first start by making sure all of our client information was organized in one place. I would create a database where we could store all of their contact information, including email addresses and phone numbers. Then, I would set up an auto-reply system for when they send us emails or call us so we can respond quickly. This will help us reduce the amount of time it takes to get back to them.”
Administrative assistants often have to complete a variety of tasks, from organizing files and documents to answering phones. Employers ask this question to learn more about your work ethic and how you approach completing assignments. In your answer, describe the steps you take when working on a task. Explain that you are organized and detail-oriented, which helps you stay focused while completing projects.
Example: “I start by researching what I need to do. For example, if my manager asked me to organize all financial records for the last quarter, I would first look at our filing system to see where these documents currently reside. Then, I would create new folders in our filing cabinet based on the dates the documents were created. Next, I would sort through each document and place them into their corresponding folder. Finally, I would label each folder with the appropriate information.”
Employers ask this question to learn more about your qualifications and how you feel you would fit into their company. Before your interview, make a list of reasons why you are the best candidate for the job. Focus on your skills and abilities that match what the employer is looking for in an administrative assistant bookkeeper.
Example: “I am passionate about accounting and finance, so I have been working hard to become a certified bookkeeper. In my previous role as an administrative assistant, I worked with several different accountants and financial professionals. I learned from them and took online courses to gain valuable knowledge. I also enjoy working with numbers and helping others achieve their goals.”
This question can help the interviewer understand your experience level and how you’ve grown professionally. You can answer this question by listing administrative assistant roles you’ve held in the past, including any certifications or training you’ve completed to advance your career.
Example: “I started as an administrative assistant at a small accounting firm where I learned basic bookkeeping skills like creating invoices and reconciling accounts. After two years there, I moved to a larger company where I worked as an administrative assistant for five more years. There, I gained additional knowledge about financial management software and helped train new employees on our processes.”
Administrative assistants often have a lot of responsibility, and employers want to make sure you understand the unique role administrative assistants play in an organization. In your answer, explain what makes this job so important and how it helps others succeed.
Example: “I think one of the most important things that sets us apart is our ability to multitask. I’ve worked with many professionals who are excellent at their jobs, but they can only do one thing at a time. Administrative assistants need to be able to handle multiple projects at once while still getting everything done on time. This skill has helped me get through some challenging situations where I had to work quickly to meet deadlines.”
Audits are an important part of bookkeeping, and employers want to know how often you perform them. They also want to know if you have any special skills or certifications that make your audits more efficient than those of other administrative assistants.
Example: “I perform audits at least once a month. I find this is the best way to ensure all transactions are recorded accurately. In my previous role, I was responsible for performing monthly audits on our financial records. I used software specifically designed for auditing purposes, which made it easier to record discrepancies in our accounts. This helped me identify errors before they became too costly.”
This question is a great way to see how you handle mistakes and errors. It’s important for employers to know that you can learn from your mistakes, apologize and fix the problem as soon as possible.
Example: “I would immediately call or email my client to let them know about the typo. I would then send them a new document with the correct information. If it was an internal document, I would make sure to note in the file that there was a mistake and what the correction was. This helps me remember to check documents more thoroughly before sending them out in the future.”