Accounting Specialist

JOB SUMMARY

This is an ideal opportunity to work at a growing organization with a strong family culture. Shepherd Insurance is a privately-owned insurance agency that has delivered risk management solutions since 1977. With a wide variety of insurance and financial products, we are among the largest independent agencies in the country.

The Accounting Specialist is responsible for communicating directly with vendors and departmental managers to ensure accuracy of vendor invoices, administer vendor invoices for payments, and assist in the processing of direct bill commissions. With a positive attitude, the Accounting Specialist also provides prompt and courteous service to internal teammates on the Accounting team as requested. 

ROLES AND RESPONSIBILITIES:

• Review, verify and process vendor invoices for payment in a timely and accurate manner.
• Maintain accurate and complete electronic records and follow up on outstanding payments. 
• Provide documentation to record, verify and process payments. 
• Ensure accurate and timely financial record-keeping and reporting. 
• Communicate with vendors and departmental managers to ensure accuracy of vendor invoices and administer prompt payment. 
• Assist Agency and Staff Accountant(s) with client deposits, carrier, and broker payments. 
• Reconcile general ledger accounts as assigned. 
• Review, verify and process vendor invoices for payment in a timely and accurate manner. 
• Prepare and execute weekly payment runs via ACH, check, wire and other approved payment methods. 
• Manage vendor payment inquiries and resolve discrepancies related to invoices, statements, and payment status.
• Maintain accurate accounts payable records and supporting documentation.
• Ensure compliance with company policies, internal controls, and audit requirements.
• Serve as the primary point of contact for vendor payment-related matters across the agency.
• Establish and maintain vendor records, including W-9 documentation, banking information, and payment terms.
• Coordinate vendor onboarding and offboarding activities.
• Manage vendor transitions associated with agency acquisitions and integrations, ensuring seamless migration of payment processes and vendor data.
• Support vendor communication during system conversions, process changes, and organizational restructuring.
• Utilize the agency management system effectively; AMS360 experience preferred.
• Perform other related duties as assigned. 

• Strong understanding of accounting principles.
• Value high ethical standards and personal integrity.
• Experience preparing and reviewing bank reconciliations.
• Exceptional attention to detail and reconciliation skills.
• Strong organizational and time management skills.
• Clear, professional written and verbal communication skills.

EDUCATION AND EXPERIENCE REQUIREMENTS

• 1-2+ years of experience in accounts payable processing, accounting, or other related functions. 
• Experience with AMS360 (preferred, not required), and 3rd party vendor management experience is a plus. 
• Education requirement: High school diploma or equivalent (GED) is required. College degree in Accounting, Finance or Business preferred, not necessary.
• Familiarity with carrier payment schedules, audits, and agency agreements.

WORKING CONDITIONS/PHYSICAL DEMANDS

The work environment and physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the role.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. While performing the duties of this job, the employee is not exposed to weather conditions. The noise level in the work environment is typically moderate. Some travel may be required, including local driving and occasional overnight trips for meetings, training, or events.