Senior Accounting Specialist

Senior Accounting Specialist

Basic Function: The Accounts Payable & Cash Receipts Specialist is responsible for the accurate and timely processing of accounts payable transactions and daily cash receipts activities. This position reports to the Controller and supports the accounting department by ensuring vendor payments, employee reimbursements, customer payments, and related accounting records are processed in accordance with company policies and accounting procedures. The role requires strong diligence, organizational skills, confidentiality, and the ability to work collaboratively across departments.

Essential Duties/Responsibilities included but not limited to: 

Accounts Payable

• Process vendor invoices accurately and timely, including coding and entry into the accounting system.
• Match invoices to purchase orders, contracts, and approvals required.
• Review invoices for accuracy, proper documentation, and compliance with company policies.
• Prepare weekly check runs, ACH payments, wire transfers, and other payment processing activities. 
• Maintain vendor files, including W-9s and related documentation such as COIs. 
• Communicate with vendors regarding payment status, discrepancies, and account inquiries. 
• Reconcile vendor statements and resolve outstanding issues. 
• Assist with year-end 1099 preparation and reporting. 
• Maintain organized electronic and/or paper filing systems for accounts payable records. 
• Monitor recurring expenses and ensure timely payment of obligations across all firm offices.
• Oversee the RFE (Request for Expenditure) process, enforcing company policy and communicating with internal staff if corrections are required.
• Perform credit card receipt reconciliation to statements and ensure all are for business purposes.
• Match RFEs to company department budgets, if applicable.
• Maintain records for employee educational expenses and ensure they are in line with company policy.

Cash Receipts

• Access to bank accounts to process daily cash receipts, checks, ACH payments, credit card transactions, and wire receipts.
• Apply customer payments accurately to outstanding invoices and accounts.
• Reconcile daily deposits and cash activity to bank records and accounting system balances.
• Research and resolve unapplied cash, short payments, overpayments, and customer account discrepancies.
• Coordinate with project managers, accounting staff, and clients regarding payment questions.
• Prepare and maintain cash receipt reports and supporting documentation.
• Assist with bank reconciliations and month-end close activities.

General Accounting & Administrative Support

• Maintain confidentiality of financial and employee information.
• Assist with month-end and year-end accounting processes.
• Support internal controls and adherence to company accounting procedures.
• Respond timely to internal and external inquiries.
• Assist with audit requests and supporting documentation.
• Participate in process improvement and efficiency initiatives.
• Perform additional accounting and administrative duties as assigned.

Qualifications/Skills:

• Strong attention to detail and accuracy. 
• Ability to prioritize tasks and meet deadlines in a fast-paced environment. 
• Strong organizational and communication skills. 
• Highly Proficient in Microsoft Office; particularly Excel, along with SharePoint 
• Maintain a strong understanding of basic accounting principles and internal controls. 
• Ability to manage sensitive and confidential information professionally. 
• Strong problem-solving and reconciliation skills.
• Ability to work independently while also collaborating with teams members. 
• Dependable with strong follow-through and customer service skills. 

Education/Experience: 

• Associate degree in Accounting, Business, or related field preferred; equivalent experience considered. 
• Minimum of 7-10 years of accounts payable, cash receipts, or general accounting experience preferred. 
• Experience in professional services, construction, architecture/engineering, or related industries preferred. 
• Experience with ERP/accounting software; Deltek ERP experience a plus. 

Physical Demands: 

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. While performing the duties of this job, the employee is frequently required to use hands to handle or feel; reach with hands and arms; stoop; kneel; bend; sit; crouch; and talk; and hear. The employee is required to sit for a substantial amount of time. The employee must be able to lift and/or move at least 10lbs occasionally (overhead, waist level) from the floor. Specific vision abilities required by this job include close vision, distance vision, color vision, and depth perception.

Requirements, skills, and abilities described above are representative of those that must be met by an employee to successfully perform the essential functions of this position with or without reasonable accommodation. In no instance, however, should the duties, responsibilities, and requirements be interpreted as all-inclusive. Additional functions and requirements may be assigned as deemed appropriate. Duties, responsibilities, and activities may change at any time with or without notice.