Accounting Specialist

The Accounting Specialist will be responsible for a variety of accounting tasks including but not limited to processing payroll, maintaining employee time records, maintaining accounting activities, and ensuring the company receives payment for goods and services offered to clients.

The Accounting Specialist reports to the President and serves as a member of the Accounting team. The position participates with the other members of the administration team to chart the direction of the organization.

DUTIES AND RESPONSIBILITIES

The primary responsibility of this position is the oversight and ongoing improvement and implementation of the payroll and billing process. Additional responsibilities include data entry coordination, quality assurance, and communication with billing sources to ensure the accuracy of processing.

• Establishes internal controls and guidelines for accounting transactions and budget preparation.
• Oversees the production of periodic financial reports; ensures that the reported results comply with generally accepted accounting principles or financial reporting standards. 
• Receives and verifies expense reports; reconciles expense and other financial reports with account balances and other office records.
• Facilitates payment of vendors, which may include verification of federal ID numbers, reviewing purchase orders, and resolving discrepancies.
• Ensures outstanding obligations are credited upon payment, identifies discount opportunities, and issues purchase order amendments or stop-payment orders as needed.
• Manages accounting records and ledgers by reconciling monthly statements and transactions.
• Prepares, posts, verifies and records customer payments and transactions related to accounts receivable.
• Creates invoices according to company practices; submits invoices to customers.
• Maintains and updates customer files, including name or address changes, mergers, or mailing attentions.
• Creates reports regarding the status of customer accounts as requested.
• Research customer discrepancies and past-due amounts.
• Generate monthly billing statements based on the general ledger.
• Reconcile revenue accounts each month.
• Relays changes of information to appropriate employees.
• Enters, maintains, and/or processes information in the payroll system; information may include employees’ hourly rates, salaries, commissions, bonuses or other compensation, time worked, paid leave and holidays, deductions and withholding, address changes, and other information.
• Ensures proper processing of payroll deductions for taxes, benefits, charitable contributions, and other deductions, including journal entries.
• Reconciles payroll to the general ledger and monthly bank statements.
• Records and processes federal and state payroll tax deposits.
• Ensures compliance with local, state, and federal government requirements.
• Facilitates audits by providing records and documentation to auditors.
• Other related duties as assigned.

EDUCATION AND EXPERIENCE

·         Associate degree or higher in accounting or a related field.

·         2—3 years prior experience in billing with general accounting, payroll, accounts payable, and accounts receivable

·         Required experience with QuickBooks, Microsoft Office, Microsoft Excel, Google Docs, and HRIS software

·         Positive attitude along with a willingness to learn.

·         Ability to quickly adapt to change.

·         Exceptional oral and written communication and presentation skills.

·         A passion for working in a fast-paced, collaborative environment.

QUALIFICATIONS

You must be motivated, engaged, ambitious, and looking to build a long-term career.  You must be prepared to work as part of a team, acting quickly and professionally as you respond to urgent, potentially stressful situations.  You must also display excellent verbal and written communication and interpersonal skills as you will interact with a variety of clients, and staff in addition to external visitors.

Please note: Hire for this position is contingent upon the successful completion of a thorough background check, including criminal, motor vehicle, credit and education history, previous work experience/references, and a drug screen.

The minimum requirements to become a Payroll & Billing Specialist are as follows:

• US Citizen or Permanent Resident.
• Able to provide proof that you are eligible to work in the US.
• Must have a valid driver’s license or state ID.
• Speak, read, and write English.
• Be able to pass a background investigation.
• Be able to pass a drug screen.
• Proven accounting, payroll, and billing experience
• Good understanding of office management and accounting principles
• Demonstrable ability to multi-task and adhere to deadlines
• Well-organized with a customer-oriented approach
• Excellent knowledge of MS Office, accounting computer software, and online applications.
• Excellent communication and people skills.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to move up to 20 pounds at a time.