Accounting Clerk

Job Description

The Accounting Clerk will handle full-cycle accounts payable and accounts receivable activities while supporting general accounting operations in a fast-paced office environment. This role focuses heavily on QuickBooks Online and involves processing invoices, reconciling transactions, managing vendor payments, and preparing invoices for a large volume of contracts. The position offers the opportunity to learn new accounting skills and contribute to administrative and logistics tasks, allowing the successful candidate to wear multiple hats and grow within the organization.

Responsibilities

• Manage the accounts payable and accounts receivable functions for the company.
• Post accounts payable transactions into QuickBooks and reconcile data within the system.
• Cut checks for approximately 2030 vendors on a regular basis.
• Process purchase orders by matching them to invoices and entering them into QuickBooks Online.
• Review and process employee expense reports accurately and in a timely manner.
• Perform accounts receivable tasks, including posting incoming payments.
• Prepare and process invoicing for approximately 200 contracts.
• Apply a solid understanding of journal entries to support accurate financial records.
• Review subcontractor invoices for accuracy and completeness.
• Contact subcontractors to resolve billing errors and discrepancies.
• Set up direct bill accounts with subcontractors and ensure proper documentation.
• Create invoices and purchase requests in accordance with company procedures.
• File and maintain invoices and related accounting documentation in an organized manner.
• Review the internal accounting database for accuracy and update records as needed.
• Process weekly check runs, ensuring timely and accurate payments to vendors and subcontractors.
• Pull financial reports within QuickBooks Online, including reports for vendors.
• Set up new vendors in the accounting system and maintain accurate vendor records.
• Navigate online third-party platforms for payment processing and related accounting tasks.
• Collaborate and communicate with vendors to resolve issues and support strong working relationships.
• Support administrative and logistics functions as needed, contributing to a collaborative team environment.

Essential Skills

• Experience working in accounting with both accounts payable (AP) and accounts receivable (AR).
• At least 1 year of experience using QuickBooks or QuickBooks Online.
• Proficiency in QuickBooks, with the ability to work in the system for the majority of the workday.
• Ability to post AP and AR transactions and reconcile invoices accurately.
• Experience with invoice reconciliation and processing a high volume of invoices.
• Proficiency with Excel spreadsheets for tracking, reporting, and analysis.
• Ability to pull financial reports within QuickBooks Online and generate reports for vendors.
• Experience setting up new vendors and maintaining vendor information.
• Strong communication skills to interact with vendors and subcontractors.
• Ability to negotiate and resolve billing issues with vendors and subcontractors.
• Basic understanding of journal entries and their impact on financial statements.
• Ability to navigate online third-party platforms for payment processing.
• Comfort using Google Workspace for day-to-day tasks and collaboration.
• Strong attention to detail and accuracy in all accounting tasks.
• Organizational skills to manage multiple responsibilities and deadlines.

Additional Skills & Qualifications

• Experience in an accounting assistant or accounting clerk role.
• Background working with accounts payable and accounts receivable in a small team environment.
• Experience reviewing internal databases for accounting accuracy.
• Ability to handle multiple responsibilities, including administrative and logistics support.
• Interest in learning new accounting skills and taking on additional responsibilities for professional growth.
• Ability to work independently while collaborating effectively with a remote supervisor and on-site team members.

Work Environment

This is a full-time, in-office position based in Fairfax, operating Monday through Friday from 8:00 a.m. to 4:30 p.m. You will work as part of a small, collaborative accounting team of three, with your direct supervisor working remotely from another state. The role is heavily system-based, with approximately 75% of the day spent working in QuickBooks Online, along with regular use of Excel, Google Workspace, and online third-party payment platforms. The environment supports professional growth, offering opportunities to learn new accounting skills and contribute to administrative and logistics functions in addition to core accounting responsibilities. Dress code is typical professional office attire suitable for an in-office business setting.