Accounting Specialist

Job Description


Position Overview

The Accounting Specialist is responsible for executing the daily accounting workflow with precision, timeliness, and discipline. This role supports the integrity of financial reporting and job-level profitability by ensuring transactions, committed costs, accruals, and reconciliations are accurate, current, and complete.

Key Responsibilities

1. Daily Transaction Processing

• Process and code vendor bills with proper job and class alignment
• Ensure all show-related expenses are recorded to the correct job
• Attach all supporting documentation (invoices, receipts, approvals) directly to transactions in QuickBooks Online
• Review and clear bank and credit card transactions (no auto-posting)
• Maintain complete and organized supporting documentation

2. Accounts Payable

• Enter and manage vendor bills
• Ensure proper approvals and coding to the correct job
• All vendor bills related to show expenses must reference a valid purchase order (PO)
• Enforce 3-way match: PO → Vendor Bill → Proof of Delivery and/or required operational approval
• Validate that billed amounts align with approved PO commitments (including quantities and pricing)
• Attach vendor invoices, PO references, and supporting documentation to each bill in QBOL
• No payment issued without complete support (PO + documentation + approval)
• Prepare and execute weekly payment runs
• Collect and maintain W-9 forms for all new vendors prior to payment
• Maintain vendor files (W-9s, 1099 tracking)

3.. Committed Costs Management

• Track and maintain committed costs (purchase orders, vendor commitments)
• Ensure all commitments are recorded timely and tied to the correct job
• Reconcile vendor bills against POs and delivery/approval documentation
• Monitor actual vs. committed costs and flag variances
• Coordinate with operations to ensure all costs are captured before job close

4. Job Closeout Support

• Assist with job closeout process, including:
  • Ensuring all vendor bills are received, matched, and recorded
  • Confirming all committed costs have been realized or formally closed
  • Verifying all required documentation (POs, approvals, lien releases, invoices) is complete and attached
  • Confirming revenue is fully invoiced
• Identify and resolve open items before job closure
• Support reconciliation of final job profitability

Bank & Credit Card Reconciliations

Sales Tax Reconciliations

Month-End Close Support (Completed Contracts Discipline)

Cross Training with Accounts Receivable

Job Qualifications

• 3-5 years of general accounting experience.
• Proficiency with accounting software (Quickbooks online) and intermediate to advanced Microsoft Excel skills. Paychex Flex, Intellivent Job software
• Strong understanding of general ledger accounting principles.
• Ability to identify, troubleshoot, and resolve accounting discrepancies and inefficiencies.

Benefits

• Competitive compensation.
• Medical and dental.
• Opportunity for career advancement.
• Collaborative team environment that values multiple perspectives and fresh thinking.