Accounting Specialist

Accounting Specialist

The Accounting Specialist is responsible for supporting the organization's accounting operations, including Accounts Payable, General Ledger maintenance, and Payroll processing. This position ensures the accurate and timely processing of financial transactions, reconciliations, payroll administration, and compliance with company policies and regulatory requirements. The ideal candidate is detail-oriented, organized, and able to manage multiple priorities while collaborating effectively across departments.

Essential Duties and Responsibilities

Accounts Payable

• Process accounts payable invoices, ensuring accurate coding, approvals, and timely payment.
• Reconcile vendor statements and investigate and resolve discrepancies.
• Maintain accurate and organized accounts payable records and documentation.
• Assist with month-end closing activities, including account reconciliations and journal entries.
• Collaborate with vendors and internal departments to resolve invoice and payment inquiries.
• Support data entry and maintenance within the general ledger accounting system.
• Prepare and process annual 1099 forms for vendors.

General Ledger & Accounting

• Assist with maintaining accurate monthly financial records.
• Record, analyze, and reconcile monthly expenses within the general ledger.
• Reconcile employee leave accrual balances.
• Maintain accrual and prepaid expense schedules.
• Ensure proper coding of transactions to general ledger accounts.
• Manage company-issued employee credit cards and review related charges.
• Recommend and implement process improvements to enhance accounting efficiency and accuracy.
• Prepare special analyses, reports, and projects as requested by management.
• Maintain fixed asset records and depreciation schedules.
• Order and manage company office supplies.
• Provide year-end audit support, including research, reconciliations, and preparation of supporting documentation.
• Communicate and coordinate effectively with members of the accounting team.
• Assist with Accounts Receivable activities as needed.
• Perform other duties and special projects as assigned.

Payroll Administration

• Process payroll accurately and timely in accordance with company policies and applicable regulations.
• Respond to employee inquiries regarding payroll-related matters.
• Manage electronic timekeeping systems and employee time records.
• Calculate payable hours, commissions, bonuses, deductions, and tax withholdings.
• Prepare and distribute earnings statements.
• Administer and maintain direct deposit transactions.
• Maintain payroll and employee records.
• Coordinate with Human Resources to ensure accurate employee information and payroll changes.
• Reconcile employee benefit deductions.
• Reconcile payroll tax liabilities and filings.
• Reconcile unemployment payments across multiple states.
• Post payroll journal entries to the accounting system.
• Reconcile payroll system data to the accounting general ledger.
• Provide administrative support to the accounting department as needed.

Qualifications

• Associate's or Bachelor's degree in Accounting or equivalent in Finance, Business Administration, or related field preferred.
• Minimum 3–5 years of accounting and payroll experience preferred.
• Strong knowledge of Accounts Payable, General Ledger accounting, and Payroll processing.
• Experience with accounting software and payroll systems.
• Proficiency in Microsoft Excel and other Microsoft Office applications.
• Excellent analytical, organizational, and problem-solving skills.
• Strong attention to detail and commitment to accuracy.
• Ability to maintain confidentiality and handle sensitive information.
• Effective communication and interpersonal skills.
• Ability to work independently and collaboratively in a team environment.

Working Conditions

• Primarily office-based environment.
• May require occasional overtime during month-end, year-end, audit periods, and payroll processing deadlines.

Reports To Accounting Manager / Controller