Accounting Specialist

Accounting & Office Administration Specialist

The Accounting & Office Administration Specialist will take ownership of day-to-day financial processes while providing comprehensive support for office operations and human resources activities. This full-time, salaried role manages accounts payable and receivable, bank deposits and reconciliations, general ledger maintenance, financial reporting, audit support, HR administration, and office management. The position operates in a collaborative, team-oriented environment and offers the opportunity to grow accounting knowledge and responsibilities within a very fast-growing organization.

Responsibilities

• Process accounts payable, including vendor invoices, employee expense reports, and credit card reconciliations in a timely and accurate manner.
• Manage accounts receivable by preparing and issuing invoices, monitoring aging reports, following up on outstanding balances, and applying payments correctly.
• Perform daily and weekly bank deposits and complete monthly bank reconciliations to ensure accuracy of cash balances.
• Monitor cash flow regularly, identify discrepancies, and work with banking partners or internal stakeholders to resolve issues.
• Maintain accurate general ledger records, including preparing and posting journal entries and ensuring proper coding of transactions.
• Assist with month-end close activities, including reconciliations, accruals, and preparation of supporting schedules.
• Prepare financial reports, including profit and loss statements and other internal reporting packages for leadership and board review.
• Support annual financial audits and year-end close processes by preparing documentation, responding to auditor requests, and ensuring compliance with reporting requirements.
• Ensure compliance with monthly, quarterly, and annual financial and regulatory reporting requirements.
• Support HR onboarding activities by coordinating background checks, creating and maintaining employee files, and ensuring documentation is complete and accurate.
• Assist with leaves of absence and benefits administration, including tracking, documentation, and communication with employees.
• Support health insurance renewals and open enrollment activities by coordinating materials, collecting employee elections, and updating records.
• Coordinate office supplies and equipment needs, including ordering, inventory management, and vendor communication.
• Organize and support visitors, correspondence, meetings, and events, including scheduling, logistics, and food orders when needed.
• Maintain smooth day-to-day office operations by addressing administrative needs, troubleshooting issues, and supporting team members.
• Provide general administrative support, including data entry, reporting, and document management related to accounting and HR.
• Collaborate with leadership to identify and implement process improvements in accounting, HR, and office administration workflows.

Essential Skills

• 2–5 years of experience in accounting functions, including accounts payable, accounts receivable, general ledger, reconciliations, reporting, and audit preparation.
• Hands-on experience with full-cycle accounting operations, including AP, AR, bank reconciliations, journal entries, and month-end close.
• Experience with payroll processing, PTO reconciliation, and tax filings (preferred).
• Bachelor's degree in Accounting, Finance, Business Administration, or a related field (preferred).
• Experience using Quick Books or similar accounting software (preferred).
• Experience using ADP, Paylocity, or similar HRIS/payroll systems (preferred).
• Intermediate to advanced Microsoft Excel skills, including spreadsheets, formulas, and reporting.
• Strong data entry accuracy and attention to detail in financial and HR records.
• Demonstrated ability to prepare financial statements and reporting packages.
• Proficiency in general accounting and bookkeeping principles.
• Strong communication and interpersonal skills, with the ability to interact professionally in a fast-paced office environment.
• Ability to manage multiple responsibilities across accounting, HR support, and office administration.
• Continuous improvement mindset with the ability to identify and implement process improvements.

Additional Skills & Qualifications

• Experience supporting financial audits and compliance reporting.
• Familiarity with month-end reporting and board reporting packages.
• Experience with benefits administration and open enrollment support.
• Background in office management, including scheduling, supplies, events, and vendor coordination.
• Ability to maintain organized employee files and HR documentation.
• Strong organizational skills and ability to prioritize tasks in a dynamic environment.
• Professional written and verbal communication skills for internal and external stakeholders.
• Comfort working with multiple systems, including accounting software, HRIS/payroll platforms, and Microsoft Office applications.

Job Type & Location

This is a Contract to Hire position based out of Hadley, MA.

Pay and…