Bookkeeper / Accounting Specialist

Accounting Specialist (Part-Time / ~20 Hours per Week)

Company: DragonFly Athletics

Employment Type: Part-Time (~20 hours/week)

Compensation: $30.00 – $50.00 per hour depending on education and prior experience

Location: Ideally located near Hartselle, AL;
remote candidates will be considered depending on experience

About the Role

DragonFly Athletics is looking for a part-time Accounting Specialist to join our growing finance department in Hartselle, Alabama. Our current two-person team needs additional support as our volume of work continues to grow.

This role is responsible for executing essential day-to-day administrative accounting, daily bank partner and platform audit reconciliations, check deposits, physical mail intake, and merchant payment workflows.

The ideal candidate possesses strong attention to detail, thrives on structured Standard Operating Procedures (SOPs), and is comfortable navigating banking portals, merchant processing payment partners, internal admin portals, spreadsheets, and Google Docs. This is great opportunity for someone who has worked in the corporate workforce but may be currently taking a break from full time work due family or career responsibilities.

Heavy preference given to prior bookkeeping experience.

Key Responsibilities

Daily Banking Maintenance

• Operate online to access and verify transactions, balance escrow sheets, and reconcile operating, funds holding, clearing ACH, and clearing check accounts.
• Monitor and record financial transactions across a variety of 3rd party sites for daily audit reconciliation.
• Maintain daily end-of-day zero-variance standards, escalating unverified items or balance holds to the Finance Lead.

Mail Intake & Check Deposits (In-Office Days: Monday, Wednesday, Thursday)

• Collect, log, and sort incoming physical mail from the Post Office into designated review and disposal workflows.
• Process and scan all school funding checks into bank partners utilizing the Remote Deposit Scanner.
• Log scanned check deposits into the internal tracking spreadsheet and update platform ledger balances.
• Package check stubs with reference notes for executive sign-off, maintain the 45-day secure retention closet, and transport secure document bins to bank partners for shredding.

Platform ACH Transfers & Transaction Verification

• Batch inbound and outbound ACH transactions in the internal platform admin tool, enforcing appropriate batch limits.
• Conduct manual compliance reviews for large or abnormal transactions exceeding internal risk thresholds.
• Schedule funding transfers from deposit accounts to clearing accounts to cover next-day outbound ACH obligations.
• Process ACH returns and enforce internal chargeback protocols, pulling original funds and assessing any associated fees.

Daily Financial Audit & Data Reconciliation

• Execute the daily 7-step reconciliation loop matching bank partner balances against internal platform transactional activity.
• Import data files for inbound/outbound ACH, payment partner transactions, administrative fees, and daily account balances into QuickBooks and similar accounting software.
• Tie out daily pool balances, investigate red variance flags, and email the completed audit spreadsheet to leadership.

Merchant Disputes & Customer Refunds

• Monitor payment partner dashboards and email queues for payment disputes regarding registration fees, dues, or platform subscriptions.
• Compile transaction metadata, login timestamps, and customer evidence to counter invalid disputes within payment partner deadlines.
• Log dispute outcomes, write off lost disputes, and debit disputed amounts plus any dispute fees from the appropriate school or organization account.
• Monitor regional refund logs daily, deduct funds from specific organizational cash accounts, and issue card refunds via payment partners.

Billing, Accounts Payable, & User Verifications

• Review incoming purchase orders (POs) and generate standardized organizational invoices for schools and associations.
• Review and verify user-submitted bank documentation (voided checks, bank letters, government IDs) in the secure ACH verification queue to validate individual accounts.
• Aggregate and categorize monthly corporate credit card expenditures across Chase and American Express accounts.
• Support monthly operational reconciliations, including third-party background check volume audits and payables check preparation.

Qualifications & Requirements

• Location & Presence: Ideally based within commuting distance of Hartselle, AL, with availability to work on-site on designated days (Monday, Wednesday, and Thursday) for physical mail processing, bank visits, and check scanning. Remote candidates considered based on experience.
• Experience: 2–4+ years of bookkeeping, staff accounting, or banking operations experience.
• Technical Skills:
• Intermediate to advanced spreadsheet capabilities (data imports, formulas, multi-tab lookups).
• Direct experience navigating commercial banking portals, check-scanning software and payment partners.
• Comfort using administrative software backends and cloud-based file repositories.
• Operational Discipline: High precision in spotting mathematical variances, strict adherence to multi-step SOPs, and prompt escalation of unverified balances.
• Security & Confidentiality: Absolute integrity and discretion when handling sensitive banking information, identity documents, and corporate records.

Schedule & Compensation

• Hours: Part-time, ~20 hours per week (scheduled across standard business hours, incorporating Monday, Tuesday, Wednesday, and Thursday in-office operational requirements).
• Compensation: $30.00 - $50.00 per hour depending on qualifications and demonstrated skill.