Accounting & Administrative Specialist

Job Description

The Accounting and Administrative Specialist supports the accounting, financial, and administrative functions of Richmond Region Tourism (RRT), the Richmond Region Tourism Foundation, and the Tourism Improvement District (TID) by processing financial transactions, maintaining accounting records, preparing reconciliations, supporting payroll and month-end activities, and providing administrative support. This position supports the Administration and Finance to ensure administrative and financial workflows are completed accurately, timely, and professionally.

Position does not have any supervisory responsibility. This position reports to the Director of Finance and Administration.

• Prepare and process accounts payable transactions, including invoice and vendor payment preparation.
• Maintain vendor records, W-9s, contracts, and supporting documentation.
• Prepare customer invoices and support accounts receivable activities.
• Process and maintain employee expense reimbursements, corporate card transactions, and Ramp documentation.
• Support routine employee benefits and retirement plan administration, including enrollments, changes, employee communications, vendor coordination, and record maintenance.
• Perform routine bank, credit card, accounts payable, and accounts receivable reconciliations.
• Support payroll processing activities and maintain related records and documentation.
• Assist with month-end close activities, audit preparation, and assigned financial reporting activities.
• Maintain accounting records and supporting documentation in accordance with established procedures and internal controls.
• Generate financial and operational reports as assigned.
• Perform accounting, payroll, and administrative functions in accordance with established internal controls and segregation of duties practices.
• Maintain confidentiality of financial, payroll, employee, and organizational information.

• Coordinate day-to-day office operations, including mail distribution, office supplies, records management, vendor coordination, and administrative support services.
• Serve as a primary point of contact for staff, visitors, partners, vendors, and stakeholders.
• Coordinate meetings, travel arrangements, registrations, and organizational logistics.
• Prepare, maintain, and distribute correspondence, reports, presentations, and other business documents.
• Maintain organizational records, files, and documentation.
• Support organizational technology platforms, business systems, and end users.
• Support tourism industry events, meetings, and organizational activities, including occasional evening, weekend, and holiday responsibilities.
• Coordinate special projects and other duties as assigned.

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field; equivalent combination of education and experience may be considered.
• Minimum of 2 years of experience supporting accounts payable, accounts receivable, payroll, reconciliations, financial reporting, or other accounting functions.
• Advanced proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Experience using accounting software, ERP systems, CRM platforms, databases, HRIS, and other business technology applications.
• Experience providing administrative support, coordinating meetings and events, preparing business documents, and maintaining organizational records.
• Familiarity with the hospitality, tourism, or nonprofit sectors a plus.

• Position oneself in an upright position or in a stable posture, in a seated or supported posture, and remain in a stationary position for extended periods of time.
• Position self to move about, adjust self to varying heights, lower self to a height suitable for performing a task, and rotate or reposition objects or body parts, as necessary.
• Reach for or handle objects, exert force to move or adjust objects, control small objects or components, and use motor skills to perform tasks requiring simultaneous or repeated movements.
• Move or handle objects weighing up to 20 lbs., with or without assistance.
• Maintain focus, interpret information, retain and recall information, apply logical thought processes, evaluate data, and use judgment to make effective and appropriate decisions.
• Perceive or interpret visual…