Accounting Specialist

Job Description

Job Description

Accounting Specialist

Position Summary

We are seeking an experienced Accounting Specialist to support daily accounting, payroll, cash management, accounts payable, accounts receivable, chargebacks, and month-end close activities. This position will work closely with the Director of Finance and play an important role in maintaining accurate financial records, ensuring compliance, and supporting efficient accounting operations.

The ideal candidate is detail-oriented, highly organized, comfortable working independently, and able to exercise sound judgment while proactively communicating issues and identifying opportunities for process improvement.

Education & Qualifications

• Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration , or a related field preferred.
• Equivalent accounting experience may be considered in lieu of a degree.
• Coursework or experience in financial accounting and internal controls .
• 3–5 years of accounting or finance experience .
• Hands-on experience with Accounts Payable and Accounts Receivable .
• Experience preparing journal entries, including payroll and income journals .
• Experience reconciling balance sheet accounts.
• Experience handling cash receipts and deposits.
• Experience using accounting software.
• Experience with Property Management Systems (PMS) and Point-of-Sale (POS) systems preferred.
• Previous month-end close experience.

Key Responsibilities

Accounts Payable

• Set up and maintain vendor accounts.
• Perform three-way matching of invoices, purchase orders, and receiving documentation.
• Code and process invoices accurately.
• Process payments and AP check runs.
• Reconcile vendor statements.
• Prepare and review aging reports.
• Support annual 1099 reporting.
• Allocate expenses appropriately across accounts and departments.

Payroll & Human Resources

• Process and transmit payroll accurately and on time.
• Accurately record commissions, gratuities, and tips.
• Support compliance with applicable unemployment and payroll regulations.
• Track employee time and attendance.
• Assist with day-to-day payroll operations.
• Support payroll tax compliance and reporting.
• Maintain accurate employee and payroll records.
• Perform payroll auditing and verification.
• Assist with recruitment and hiring activities, including posting open positions, screening resumes, and scheduling interviews.
• Coordinate onboarding and new-hire paperwork.

Cash Handling & Reconciliation

• Perform daily cash counts and verify cash balances.
• Prepare daily bank deposits.
• Reconcile daily cash and credit card transactions.
• Investigate cash overages and shortages.
• Follow established internal cash-control procedures.
• Maintain awareness of potential fraud risks and report discrepancies appropriately.

Chargebacks

• Review merchant chargeback notifications.
• Research disputed transactions.
• Gather and submit required supporting documentation.
• Ensure chargebacks are addressed within required deadlines.
• Track pending chargebacks through resolution.
• Record appropriate accounting entries.
• Monitor chargeback recoveries and losses.

Accounts Receivable

• Prepare customer billing and invoices.
• Monitor outstanding receivables and assist with collections.
• Reconcile customer accounts.
• Prepare and review accounts receivable aging reports.
• Apply customer payments accurately.
• Process credit memos and account adjustments.

Month-End Close

• Assist the Director of Finance with month-end close activities.
• Prepare journal entries, including payroll and income journals.
• Prepare accrual, reclassification, and reversing entries.
• Reconcile balance sheet accounts.
• Assist with physical inventory counts.
• Review financial statements for accuracy and completeness.
• Perform variance analysis and investigate discrepancies.
• Prepare and maintain supporting workpapers and documentation.

Standard Operating Procedures (SOPs)

• Follow established accounting and operational procedures.
• Maintain, create, and update SOPs as needed.
• Identify opportunities to improve accounting processes and workflow efficiency.
• Document new procedures when processes change.
• Train team members on applicable SOPs and procedures.

Software Skills

Required:

• Microsoft Excel
• Microsoft Word
• Microsoft Outlook
• Adobe PDF

Preferred:

• QuickBooks
• Paycom
• Property Management Systems (PMS)
• Point-of-Sale (POS) systems

Professional Characteristics

• Exercises sound judgment and maintains confidentiality.
• Takes ownership and accountability for assigned responsibilities.
• Proactively communicates issues, discrepancies, and potential concerns.
• Demonstrates strong attention to detail and organizational skills.
• Continuously seeks opportunities for process improvement.
• Maintains a high level of integrity and professionalism.
• Able to work independently while effectively collaborating with the broader team.
• Demonstrates strong problem-solving and analytical skills.