Accounting Specialist

Job Summary:

The Accounting Specialist is responsible for accurate, timely execution of assigned accounting processes, including accounts payable, accounts receivable, cash activity, reconciliations, journal entries, and supporting schedules. Success in this role requires strong ownership, consistent follow-through, careful attention to detail, and the ability to identify and resolve discrepancies before deadlines. The Accounting Specialist is expected to maintain complete support for transactions, communicate issues promptly, follow established controls, and continuously improve the efficiency and quality of assigned work.

Job Description:

Duties/Responsibilities:

• Own the end-to-end weekly payment cycle, including invoice processing, approval follow-up, discrepancy resolution, intercompany billing, account reconciliation, and payment execution, with responsibility for ensuring payments are complete, accurate, timely, and compliant with internal controls.
• Own vendor setup and maintenance, including credit checks, portal registrations, vendor documentation and forms, 1099 support, and ongoing maintenance of complete and accurate vendor records.
• Perform accounts receivable activities, including posting and applying customer payments, processing credit and debit memos, refunds, sales tax reporting, and timely escalation of payment discrepancies.
• Monitor unapplied cash, short payments, overdue balances, and other customer account exceptions; research issues and coordinate resolution with the appropriate internal or external contacts.
• Deposit physical checks promptly and maintain clear records supporting each deposit and payment application.
• Contact customers who pay by check and support conversion to ACH or wire payment methods where appropriate.
• Complete bank account reconciliations accurately and on schedule, with reconciling items clearly documented, investigated, and resolved.
• Record daily bank activity and ensure transactions are coded to the correct account, entity, department, and period.
• Prepare, enter, and post journal entries with complete, accurate, and audit-ready supporting documentation.
• Reconcile employee expenses, credit card charges, and expense integrations; follow up promptly on missing support or coding issues.
• Maintain amortization and depreciation schedules and verify that related expense recognition is complete and accurate.
• Reconcile assigned balance sheet accounts and resolve variances within established close timelines.
• Obtain certificates of insurance and other required contract documentation as requested, and maintain organized records.
• Provide clear, timely, and proactive communication to internal and external stakeholders.
• Follow accounting policies, approval requirements, data privacy standards, and internal controls in all assigned processes.
• Identify recurring errors, delays, or manual work and recommend practical process improvements.
• Maintain organized workpapers and provide clear status updates, including early communication of risks that may affect deadlines.
• Perform other duties as assigned. Responsibilities will evolve with company growth and may include additional processes, systems, entities, and expanded scope.

Performance Expectations:

• Deliver assigned work accurately, completely, and by established daily, weekly, and month-end deadlines.
• Take ownership of issues through resolution rather than only identifying or transferring the problem.
• Perform a thorough self-review before submitting work and promptly correct identified errors.Prioritize effectively, manage multiple assignments, and communicate early when a deadline or deliverable is at risk.
• Respond to requests and follow-ups in a timely, professional manner and provide clear status updates.Demonstrate initiative by learning new processes, documenting procedures, and applying feedback to improve future work.
• Use available technology and automation responsibly while independently validating accuracy and maintaining appropriate support.
• Consistently contribute to a reliable, collaborative, and high-accountability accounting team.

Required Skills/Abilities:

• Proficiency in Microsoft Excel and accounting or ERP software; ability to learn new systems quickly.
• Solid understanding of bookkeeping, general ledger concepts, and basic accounting principles.
• Strong analytical and problem-solving skills, including the ability to research and resolve discrepancies.
• Exceptional attention to detail and commitment to producing accurate, complete work.
• Excellent organization and time-management skills, with the ability to meet strict and competing deadlines.
• Clear, professional written and verbal communication skills.
• Ability to work independently, exercise sound judgment, and escalate issues appropriately.
• High level of integrity, accountability, confidentiality, and respect for data privacy.
• Adaptable, receptive to feedback, and committed to continuous learning and process improvement.

Education and Experience:

• Bachelor’s degree in accounting, finance, or a related field preferred, but not required.
• Equivalent relevant experience in accounting, finance operations, bookkeeping, or a similar role may be considered.

Worker Type:

Regular

Number of Openings Available:

1