Sales Tax Specialist & Accounting Assistant

Job Description

Job Description

Sales Tax Specialist & Accounting Assistant

We are seeking a detail-oriented Sales Tax Specialist & Accounting Assistant to own our multi-state sales tax compliance and provide broader support to the accounting department and office operations. The ideal candidate has hands-on experience with economic nexus tracking, multi-state registrations, and monthly sales tax filings, and is comfortable managing a compliance calendar across several jurisdictions at once. This role requires accuracy, strong communication skills, and the ability to manage multiple deadlines in a fast-paced environment. HR experience is a plus, but not required.

Key Responsibilities — Multi-State Sales Tax (Primary Focus)

• Monitor sales activity by state on an ongoing basis and track economic nexus thresholds against each state's rules, proactively flagging when the company approaches or crosses a nexus threshold in a new state.

• Complete state tax registrations promptly once nexus is established, including obtaining sales tax permits/licenses and setting up accounts with each state's tax authority.

• Prepare and file sales tax returns (monthly, quarterly, or annually, as required by each jurisdiction) for every state where the company has established economic nexus.

• Maintain and manage a multi-state sales tax filing calendar, tracking varying due dates, filing frequencies, and payment methods across all active jurisdictions to ensure no deadline is missed.

• Calculate, submit, and reconcile sales tax payments accurately and on time to each state, avoiding penalties and interest.

• Reconcile sales tax liability accounts monthly and resolve discrepancies between collected tax, filed returns, and the general ledger.

• Maintain organized supporting documentation for all sales tax filings, including exemption certificates, resale certificates, and nexus/registration records, ensuring they stay current and audit-ready.

• Respond to state notices, inquiries, and audits related to sales tax, and research state-specific taxability rules for new products, services, or jurisdictions as the business expands.

• Stay current on changes to state sales tax laws, rates, and economic nexus thresholds that could affect the company's filing obligations.

Key Responsibilities — Accounting & Office Support

• Review invoices for accuracy and process accounts payable/receivable transactions.

• Manage accounts receivable: verify balances, prepare customer statements, and follow up on late payments.

• Review and monitor customer credit limits with the credit insurance company, ensuring coverage aligns with current account balances and exposure.

• Prepare bank deposits, assist with general ledger postings, and maintain accurate financial records.

• Perform daily reconciliation of checking accounts and credit card batches.

• Digitize and organize documents: scan, file, and maintain both digital and physical records.

• Enter financial data into the accounting software accurately and on time.

• Communicate with customers and vendors via email and phone regarding billing, payments, or discrepancies.

• Research, track, and resolve accounting or documentation issues.

• Assist with general office tasks and provide support to company personnel as needed.

• Ensure tasks are performed in accordance with GAAP and company policies.

• Flexible, able to pivot with a good attitude, and comfortable working both with others and independently.

Qualifications

• Demonstrated knowledge of multi-state sales tax compliance, including economic nexus rules, state registration processes, and monthly/quarterly filing and payment requirements — this is the top priority for this role.

• Experience preparing and filing sales tax returns across multiple states, and reconciling sales tax liability accounts.

• Proficiency with QuickBooks, Microsoft Excel, and Microsoft Outlook; comfort using state tax portals for filing and registration.

• Strong attention to detail and ability to double-check work for accuracy, particularly with tax calculations and filing deadlines.

• Excellent organizational and multitasking skills, with the ability to manage a recurring compliance calendar across many jurisdictions.

• Good written and verbal communication skills, especially for AR follow-ups and correspondence with state tax agencies.

• Ability to work independently with minimal supervision while consistently meeting deadlines.

• Must be willing to provide work and personal references.

Education & Experience

• Education: High school diploma or equivalent required; Associate's or Bachelor's degree in Accounting, Finance, or Business Administration preferred.

• 1–3 years of experience in accounting, bookkeeping, or office administration; prior experience with multi-state sales tax compliance strongly preferred.

• Prior experience in accounts receivable, accounts payable, or general ledger bookkeeping.

• Experience reconciling multiple accounts, including tax liability accounts.

• HR experience is a plus.

Company Description

Established computer hardware company focused on memory products. Great benefits, fun environment.

Company Description

Established computer hardware company focused on memory products. Great benefits, fun environment.