Accounting Specialist

Job Title: Accounting Specialist, Onsite

Location: Verus Associates Inc. Concord, CA (Onsite)

Department: Accounting & Finance

Reports To: Controller 

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Position Summary:

The Accounting Specialist is responsible for supporting core accounting functions, account reconciliations, reporting, and financial analysis. This role ensures accurate financial records and transparent reporting to support management decision-making. Strong attention to detail, analytical skills, and effective cross-functional communication are essential for success in this position.

Key Responsibilities:

Accounts Payable and Receivable

• Review vendor invoices for accurate job or cost codes, seek proper payment approvals, match them to purchase orders, and enter them into the accounting system.
• Submit a weekly report to the Finance and Accounting Administrator, providing recommended or required payments for approval.
• Reconcile the company credit cards and create necessary expense reports (diligently matching expenses to their appropriate projects and making sure to allocate entries in the right cost code).
• Deposit customer checks securely and promptly, entering those payments into the accounting system.
• Prepare payroll entry files for the payroll processor as needed.
• Review accounts receivable collections weekly and coordinate with management to collect efficiently.

Reconciliations & Journal EntriesReconcile bank and credit card statements and relevant accounts.

• Assist with preparing and posting journal entries to ensure accurate financial records.
• Identify and resolve reconciling items in a timely manner.
• Assist in preparing statistical and financial reports for management review.

Sales Tax & Compliance Support

• Assist with sales tax reconciliations across multiple jurisdictions.
• Prepare and support monthly, quarterly, and annual sales tax filings as required.

Financial Reporting & Analysis

• Assist management with ad hoc financial analysis and reporting requests
• Help ensure expenses are properly classified and aligned with budgetary guidelines.
• Assist team members in completing expense reports and approval requirements in a timely manner.

Cross-Functional Collaboration & Communication

• Work closely with Project Managers, Procurement, and department leaders to resolve accounting issues.
• Assist with clearing WIP.
• Respond to vendor and internal inquiries in a timely and professional manner
• Support the accounting team with additional tasks and special projects as requested by the Controller.

Audit & Accounting Support

• Provide documentation and support for internal and external audits
• Assist in maintaining accurate and well-organized accounting records
• Support continuous improvement of accounting processes and internal controls
• Cover other accounting and finance department positions as needed.

• 3+ years of experience in accounts receivable, accounts payable, or a general accounting role.
• 2+ years of experience in an Accounting Assistant role (preferred)
•  Familiarity with accounting software and Microsoft Office, including Excel, Word, and Outlook.
• Strong attention to detail and accuracy, excellent communication, problem-solving, and analytical skills
• Ability to manage multiple tasks and meet deadlines.
•  Bachelor’s degree in Accounting, Finance, or a related field preferred, or equivalent experience.
• Proficiency in accounting software and Microsoft Excel, including PivotTable experience.
• Strong understanding of accounting principles and practices.
• Excellent attention to detail and accuracy. 
• Effective communication skills, both verbal and written. 
• Ability to work independently and collaboratively in a fast-paced environment. 
• Strong analytical and problem-solving skills. 
• Experience in reconciliations and financial reporting. 
• Knowledge of internal controls and compliance standards.