Accounting Clerk (QuickBooks Required)

Job Description

Job Description

Accounting Clerk (QuickBooks Required)

Job Description

The Accounting Clerk will handle core accounts payable and accounts receivable activities, ensuring accurate and timely processing of invoices, payments, and vendor accounts. This role focuses heavily on working within QuickBooks and Excel to manage financial data, support weekly check runs, and maintain the integrity of the accounting records for a growing organization.

Responsibilities

• Manage the full accounts payable and accounts receivable function, ensuring all transactions are processed accurately and on time.
• Post accounts payable transactions into QuickBooks and reconcile data within the system to maintain accurate financial records.
• Prepare and cut checks for approximately 20–30 vendors on a regular basis.
• Process purchase orders by matching them to invoices and entering the information into QuickBooks Online.
• Handle expense report processing, ensuring proper documentation and coding.
• Perform accounts receivable functions, including posting payments and maintaining up-to-date customer balances.
• Create and send invoices for approximately 200 contracts, ensuring accuracy and timely billing.
• Apply an understanding of journal entries to support accurate posting and general ledger maintenance.
• Review subcontractor invoices for accuracy and resolve discrepancies by contacting subcontractors regarding billing errors.
• Set up direct bill accounts with subcontractors and ensure all related information is accurately recorded.
• Create invoices and purchase requests as needed to support ongoing projects and vendor relationships.
• File invoices and maintain organized accounting records for easy retrieval and audit readiness.
• Review the internal accounting database for accuracy and completeness, making updates as needed.
• Process weekly check runs, coordinating payment schedules and ensuring proper approvals.
• Pull financial reports within QuickBooks Online, including vendor-specific reports, to support decision-making and vendor management.
• Set up new vendors in the accounting system and maintain up-to-date vendor profiles.
• Communicate and negotiate with vendors to resolve billing issues, clarify payment terms, and maintain positive working relationships.
• Navigate online third-party payment processing platforms and use Google Workspace tools to support accounting and administrative tasks.

Essential Skills

• Experience working in accounting, specifically with accounts payable and accounts receivable responsibilities.
• At least 1 year of hands-on experience using QuickBooks or QuickBooks Online.
• Proficiency in QuickBooks, with the ability to work in the system for a significant portion of the day (approximately 75%).
• Strong Excel skills, including the ability to work with spreadsheets for reconciliation and reporting.
• Experience with invoice reconciliation and resolving discrepancies.
• Ability to navigate online third-party platforms for payment processing.
• Familiarity with Google Workspace tools for communication and documentation.
• Effective communication skills for interacting with vendors and internal team members.
• Negotiation skills to address billing issues and vendor concerns.
• Ability to pull and interpret financial reports within QuickBooks Online, including vendor reports.
• Capability to set up new vendors and maintain accurate vendor records.
• Attention to detail and strong organizational skills to manage multiple invoices, contracts, and vendor accounts.

Additional Skills & Qualifications

• Background as an accounting clerk or accounting assistant supporting AP and AR functions.
• Experience processing purchase orders and matching them to invoices.
• Knowledge of journal entries and basic general ledger concepts.
• Comfort wearing multiple hats and assisting with administrative and logistics tasks as needed.
• Interest in learning new accounting skills and growing within the role.
• Ability to work both independently and as part of a small accounting team.

Work Environment

This is an in-office position based in Fairfax, working Monday through Friday from 8:00 a.m. to 4:30 p.m. The Accounting Clerk joins a small, collaborative accounting team of three people and works closely with colleagues who may be remote. The environment offers opportunities for growth and development, exposure to a variety of accounting tasks, and the chance to support administrative and logistics functions in addition to core AP/AR responsibilities. Daily work primarily involves QuickBooks (including QuickBooks Online), Excel, online third-party payment platforms, and Google Workspace in a professional office setting.

Kaitland Clawson

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LinkedIn:    -clawson-552605154/

This is a Contract to Hire position based out of Fairfax, VA.

The pay range for this position is $26.00 - $27.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Fairfax,VA.

This position is anticipated to close on Jul 15, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.