Accounting Specialist

Accounting Specialist

The Accounting Specialist is responsible for managing accounts payable, credit card reconciliations, payroll accounting, banking activities, audit support, fixed asset accounting, employee reimbursement processing, and various human resources administrative functions. This position ensures timely and accurate financial transactions, maintains compliance with organizational policies and regulatory requirements, and provides critical support for payroll, employee onboarding, and annual audits.

Essential Duties and Responsibilities

Accounts Payable & Disbursements

• Process check requests, ensuring proper budget coding, supporting documentation, and required approvals.
• Issue checks and process payment requests on a timely basis, often under strict deadlines.
• Process accounts payable transactions through checks, ACH payments, and vendor payment portals.
• Prepare and coordinate overnight payment shipments through UPS and maintain shipping records.
• Maintain filing systems for accounts payable documentation.
• Monitor daily cash requirements and process bank transfers to cover issued payments.
• Submit daily Positive Pay files to banking institutions.

Credit Card Administration

• Review and distribute monthly credit card statements and transaction reports to cardholders.
• Maintain transaction records for American Express and Wells Fargo credit card accounts.
• Enter and reconcile credit card transactions within the accounting system.
• Follow up on missing receipts and expense classifications.
• Prepare year-end classifications for outstanding transactions.

General Ledger & Accounting

• Prepare and post journal entries as required.
• Maintain reimbursement schedules and process account reclassifications.
• Process payroll journal entries and related cash transfers.
• Perform monthly bank reconciliations for all bank accounts.
• Monitor daily banking activity and reconcile deposit and disbursement accounts.
• Maintain lease and rent schedules.
• Prepare fixed asset schedules and calculate annual depreciation and accumulated depreciation.
• Process year-end adjusting entries and auditor-requested journal entries.

Payroll Support

• Process manual payroll checks when necessary.
• Assist with payroll processing during payroll staff absences.
• Coordinate overnight delivery of payroll-related payments.
• Maintain accurate payroll accounting records and supporting documentation.

Audit & Compliance Support

• Serve as a primary contact during financial audits.
• Provide auditors with requested documentation, including invoices, bank statements, canceled checks, reconciliations, and supporting schedules.
• Prepare audit confirmations and year-end accounting schedules.
• Process and maintain annual 1099 reporting, including collection of W-9 forms.
• Prepare annual environmental fee tax reports.
• Complete and submit property tax filings and payments.
• Ensure timely payment of secured and unsecured property taxes.

Human Resources & Employee Administration

• Conduct in-person I-9 verification and onboarding activities when necessary.
• Review new hire and rehire documentation for completeness and compliance.
• Monitor onboarding completion and required employee training through HR systems.
• Maintain I-9 files and employment authorization tracking records.
• Process lost time forms, verify pay rates, review supporting documentation, and coordinate with organizers regarding missing information.
• Maintain records of approved lost time forms and related payroll documentation.
• Verify employee status as new hires or rehires and maintain related tracking spreadsheets.

Benefits Administration

• Process health and welfare benefit payments, including COBRA-related payments.
• Coordinate with employees, organizers, and benefit providers to ensure timely payment and enrollment processing.
• Respond to benefit-related inquiries and route requests to appropriate personnel.

Telecommunications & Administrative Support

• Perform monthly cell phone account reconciliations and expense allocations.
• Create and maintain accounting class accounts as requested.
• Maintain and distribute updated class account listings.
• Distribute government notices and correspondence to appropriate departments and personnel.

Other Duties

• Perform additional accounting, payroll, compliance, and administrative duties as assigned.
• Support organizational operations by responding to urgent financial and personnel-related requests.

Qualifications

• Associate’s degree in Accounting, Finance, Business Administration, or related field, or equivalent experience.
• Minimum 3-5 years of accounting, accounts payable, payroll, or bookkeeping experience.
• Experience with QuickBooks or comparable accounting software.
• Strong knowledge of accounts payable, bank reconciliations, general ledger accounting, and payroll processing.
• Proficiency in Microsoft Excel and Microsoft Office applications.
• Ability to manage multiple priorities and meet strict deadlines.
• Strong attention to detail and organizational skills.
• Excellent written and verbal communication skills.

Preferred

• Experience supporting audits and annual financial reporting.
• Knowledge of payroll regulations, I-9 compliance, and employee onboarding processes.
• Experience with BambooHR, Paychex, or similar HR/payroll systems.
• Experience working in a nonprofit, labor organization, or multi-location environment.

Key Competencies

• Financial Accuracy and Analysis
• Time Management and Prioritization
• Confidentiality and Professional Judgment
• Problem Solving
• Customer Service
• Compliance and Regulatory Knowledge
• Organization and Recordkeeping
• Team Collaboration