Accounting Specialist

Job Description

Job Description

The Accounting Specialist is responsible for maintaining accurate financial records, processing financial transactions, reconciling accounts, and ensuring the integrity of accounting data. This role oversees the accurate and timely processing of multiple employee and physician payrolls, ensuring compliance with payroll regulations, company policies, and reporting requirements while maintaining strict confidentiality.

ESSENTIAL FUNCTIONS

• Utilize accounting software, including QuickBooks Online, to record, maintain, and analyze financial data.
• Process and administer multiple payrolls via ADP, for employees and physicians, ensuring timely and accurate payroll processing for hourly, salaried, and provider compensation, including bonuses, stipends, reimbursements, and other earnings.
• Review and audit all payroll data to ensure accuracy prior to payroll processing.
• Coordinate payroll changes with Human Resources.
• Resolve payroll discrepancies and employee payroll inquiries while maintaining confidentiality and compliance with company policies and applicable federal and state regulations.
• Maintain payroll records and prepare required payroll reports and reconciliations.
• Verify figures, postings, and supporting documentation for accuracy and compliance with financial policies.
• Classify, record, and summarize financial transactions using journals, ledgers, spreadsheets, and accounting software.
• Process debits, credits, and account reconciliations while ensuring the accuracy of financial records.
• Receive, record, and deposit cash, checks, and electronic payments.
• Prepare financial, statistical, and operational reports related to cash receipts, expenditures, accounts payable, accounts receivable, and payroll.
• Identify, investigate, and reconcile discrepancies in financial and payroll records.
• Ensure compliance with federal, state, and company financial and payroll regulations.
• This is a full-time, onsite position requiring daily attendance.

KEY RESPONSIBLITIES

• Process employee payroll and physician payroll accurately and within established deadlines for each payroll.
• Calculate and verify employee earnings, overtime, PTO, bonuses, incentive pay, provider compensation, deductions, benefit contributions, taxes, and other payroll adjustments.
• Reconcile payroll reports and general ledger accounts related to payroll, benefits, taxes, and accruals.
• Prepare, reconcile, and distribute payroll reports to leadership while maintaining strict confidentiality.
• Coordinate payroll tax reporting, W-2 processing, and 1099 preparation in compliance with federal and state requirements.
• Serve as an additional point of contact for payroll-related questions from employees, providers, Human Resources, and leadership.
• Prepare monthly, quarterly, and annual financial reports, including balance sheets and supporting schedules.
• Reconcile bank accounts, credit card statements, and large vendor invoices.
• Process accounts payable and accounts receivable transactions, ensuring timely vendor payments and accurate financial records.
• Create, review, and post journal entries in QuickBooks with appropriate supporting documentation.
• Assist with month-end, quarter-end, and year-end closing activities.
• Track bank deposits, cash flow, payments, and organizational assets.
• Support external audits and assist with tax preparation and financial documentation.
• Administer liability insurance renewals, obtain coverage quotes, and maintain policy records.
• Assist with budget preparation, financial forecasting, and compliance with established accounting standards and organizational policies.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

PHYSICAL, VISUAL, HEARING, AND MENTAL DEMANDS

• Primarily a sedentary role but requires occasional lifting up to 25 lbs.
• Ability to open filing cabinets, bend, stoop, and stand on a stool when necessary.

• Vision must be able to read printed and digital financial reports, spreadsheets, and data entry screens. Prolonged use of computer screens may be required.
• Hearing must be able to hear and respond to verbal instructions, phone conversations and discussions in a typical office setting.
• Mental capacity must be able to handle complex financial data, multitask efficiently, meet deadlines, and manage routine and detailed-oriented tasks with accuracy.

Qualifications:

• High school diploma or equivalent required – Associate Degree in accounting Preferred
• Minimum 2-3 years of bookkeeping or accounting experience
• Must have experience with QuickBooks

PIB is an Equal Opportunity Employer committed to providing equal employment opportunities in all aspects of recruitment, hiring, and employment. Employment decisions are made without regard to any characteristic protected by applicable federal, state, or local law. We encourage qualified individuals of all backgrounds to apply.