Accounting Specialist II

Job Description

Job Description

Description:

The Accounting Specialist II owns recurring accounting processes that support accurate and timely financial operations. This role is responsible for end-to-end accounts payable and accounts receivable activities, cash application, account reconciliations, assigned month-end close responsibilities, financial reporting support, and partnering with internal and external customers to resolve accounting issues while continuously improving accounting processes.

Advantages of working at QT9 Software

• Strong culture where people are our most valuable asset.
• Prime location near Chicago Premium Outlets
• Modern industrial warehouse built in 2019 with 24 ft. ceilings
• Cool amenities from Golf Simulator, Sport Court and Arcade games
• Growing team with a small company feel
• Provide you with the support you need to succeed in your role
• Competitive compensation package with great benefits.

Duties and Responsibilities:

Accounts Payable (AP)  

• Invoice Processing: Verify, process, and record vendor invoices; confirm required approvals and supporting documentation; and ensure accurate GL, class, and location coding in QuickBooks.
• Payment Processing : Schedule and process payments through checks, ACH, or wire transfers. 
• Vendor Management: Establish and maintain vendor relationships and accurate vendor records, including ACH payment information, following established verification and approval procedures. 
• Expense Reports and Credit Cards: Review employee expense reports and receipts for accurate coding, completeness, and compliance with company policy. Follow up on outstanding submissions, process approved expenses from Sage/Fyle into QuickBooks and coordinate timely credit card payments. 
• Reconciliation : Reconcile account balances and resolve any discrepancies. 
• Compliance : Ensure compliance with internal policies and external regulations. 

Accounts Receivable (AR)  

• Recurring Billing and Invoice Generation: Prepare and send customer invoices, including subscription renewals and automated billing. Verify billing details, service dates, and applicable sales tax, and coordinate corrections with Customer Service. 
• Payment Collection : Track and collect payments from customers, ensuring timely receipt. 
• Customer Account Management: Maintain customer records and balances in ES and QuickBooks; record payments; and process approved credit memos, cancellations, license reductions, and invoice adjustments or reissues. Ensure changes agree across systems and follow up on outstanding payments. 
• Dispute Resolution : Address and resolve any billing disputes or discrepancies with customers. 
• Aging Reports : Prepare and analyze reports to monitor overdue accounts and follow up on outstanding payments. 
• Bank Deposits and Cash Application: Own recurring deposit and cash application activity, including ACH payments, checks, wires, credit card payments, and merchant deposits. Ensure payments are accurately recorded, matched, and applied to the correct customer accounts.
• Sales Tax Compliance: Reconcile sales tax activity across Avalara, ES, and QuickBooks throughout the month and at month-end, including checks before and after automated billing. Research discrepancies, prepare required entries for review, and coordinate the review of sales tax reports, returns, and payments with outside tax accountants. 

General  

• Banking Activities: Prepare and process authorized transfers between company accounts, including payroll funding and transfers to operating accounts. Complete assigned bank payment verification activities and maintain supporting documentation in accordance with established approvals and internal controls. 
• Revenue Recognition Support: Maintain accurate service dates and process approved revenue recognition adjustments in QuickBooks for add-on products and subscription changes, following established procedures and Finance review requirements. 
• Month-End Close:? Own assigned month-end activities, including AR aging review, AP cutoff support, deposit review, clearing account review, and open-item cleanup. Prepare supporting schedules and research common discrepancies. 
• System Reconciliation: Perform daily balancing of bank receipts and customer balances between banking records, ES, and QuickBooks. Reconcile related activity across the CRM, billing platform, payment platforms, and commission support files. Investigate duplicate charges, payment processing fees, and other discrepancies, and make or coordinate appropriate corrections. 
• Commission Support: Prepare and maintain commission reports; validate sales, payments, customer status, and other required inputs; and reconcile reports to ES. Research differences, make appropriate corrections, and submit reports for review and approval before completing related processing. 
• Customer Service: Respond to accounting inquiries and coordinate with customers, vendors, Sales, Customer Service, Implementation, and other departments to resolve billing, payment, and account issues. Communicate overdue payment status and escalate issues that may affect customer service or implementation. 
• Support: Assist VP of Finance in account analysis and any other financial requests. Train others in accounting-related practices and procedures 
• Process Improvement and System Support: Identify and develop ways to improve the efficiency, accuracy, and effectiveness of accounting activities. Document system issues, submit correction tickets, and coordinate with developers and internal teams to resolve problems and improve workflows.

Requirements:

• Bachelor’s degree in Accounting or Finance preferred 
• Minimum of 3 to 5 years of bookkeeping or related experience
• Proven experience handling end-to-end AP and AR processes 
• Strong knowledge of accounting principles and practices 
• Proficient in using Microsoft Office Suite and QuickBooks
• Excellent organizational and time management skills, with ability to prioritize tasks and meet deadlines. 
• Exceptional attention to detail and accuracy in recordkeeping and data entry. 
• Outstanding communication and interpersonal skills. Ability to build and maintain professional relationships with customers and colleagues. 
• Ability to analyze data, identify trends, and resolve issues independently. 
• Strong investigative skills, with the ability to research discrepancies, trace transactions across systems, ask follow-up questions, and identify root causes to resolve accounting issues accurately and independently. 
• Strong problem-solving and decision-making abilities in a fast-paced environment. 
• Proactive and self-motivated, with commitment to continuous learning and professional development.

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