Accounting Specialist

Accounting Specialist — Accounts Payable & Accounts Receivable

Reports to:

Finance Manager or Executive Leadership Accounting system:
Quick Books

We are seeking an organized, detail-oriented Accounting Specialist to manage accounts payable, accounts receivable, and financial records in Quick Books. This person will track expenses and revenue, identify financial trends, and provide clear reporting to executives. They will also work closely with our outside accounting firm to support tax preparation and monthly and year-end financial reporting.

Accounts Payable

• Review, code, and enter vendor invoices and business expenses in Quick Books.
• Verify approvals and supporting documentation before scheduling payments.
• Track payment deadlines, resolve billing discrepancies, and maintain vendor records.
• Monitor outstanding payables and upcoming cash requirements.

Accounts Receivable

• Prepare and send accurate customer invoices.
• Record payments and apply them to the correct customer accounts.
• Monitor overdue balances, follow up on collections, and resolve payment discrepancies.
• Provide accounts receivable aging reports and flag collection concerns.

Financial Records and Reconciliation

• Maintain accurate, current financial records in Quick Books.
• Reconcile bank accounts, credit cards, and other assigned accounts.
• Track revenue and expenses by account, department, project, or customer, as applicable.
• Maintain organized receipts, invoices, and supporting documentation.
• Support monthly and year-end closing, including recording adjustments provided by the accounting firm.

Coordination with the Accounting Firm

• Serve as the primary day-to-day contact for our outside accounting firm.
• Provide reconciled records, supporting schedules, and documentation for tax preparation and monthly and year-end financial reporting.
• Respond to accounting questions, research discrepancies, and coordinate corrections.
• Track deadlines and ensure requested information is submitted on time.
• Understand and communicate accounting terminology when working with accountants and executives.

Executive Reporting and Financial Analysis

• Prepare monthly financial reports, including profit and loss, balance sheet, cash flow summaries, and accounts payable and receivable aging.
• Coordinate with the accounting firm to ensure reports are accurate and consistent.
• Identify trends in revenue, expenses, profitability, customer payments, and cash flow.
• Compare results across reporting periods and against budgets when available.
• Investigate unusual transactions or changes and explain their business implications.
• Provide concise executive summaries highlighting findings, concerns, and recommended follow-up actions.

• At least two years of bookkeeping or accounting experience, including accounts payable and accounts receivable.
• Hands-on proficiency with Quick Books.
• Understanding of accounting terminology and principles, including accruals, journal entries, reconciliations, and the chart of accounts.
• Ability to read and interpret profit and loss statements, balance sheets, and cash flow reports.
• Experience coordinating with an outside accounting firm or CPA.
• Ability to analyze financial data, identify trends and discrepancies, and communicate findings clearly to executives.
• Proficiency with Microsoft Excel or Google Sheets.
• Strong attention to detail, organization, and follow-through.
• Professional communication skills and discretion with confidential information.

• Associate's or bachelor's degree in accounting, finance, business, or a related field, or equivalent practical experience.
• Quick Books certification.
• Experience supporting tax preparation, monthly close, and year-end reporting.
• Experience with budgeting and cash flow forecasting.

• Quick Books records are accurate and kept current.
• Vendor payments and customer invoices are processed on time.
• Overdue customer balances receive consistent follow-up.
• Accounts are reconciled monthly, and discrepancies are resolved promptly.
• The accounting firm receives complete, accurate information by agreed deadlines.
• Executives receive timely financial reports with clear explanations of trends and concerns.
• Monthly and year-end reporting requirements are completed on schedule.

• Reliable high-speed internet and secure, quiet workspace free of any and all distractions
• Employee-provided WFH equipment
  • Desktop & Dual Monitors - 4vCPU with minimum 1.6 GHz or faster processor. For higher…