Accounting Specialist

Accounting Specialist

The Accounting Specialist is responsible for managing the company's incoming/outgoing payments accurately, timely, and in compliance with company policies and accounting standards. This role ensures vendors are paid correctly, customer invoices and deposits are accurately posted, records are properly maintained, and internal controls are followed to safeguard company assets.

Key Responsibilities

• Receive, review, and process vendor invoices for accuracy, proper approval, and correct coding
• Match invoices to purchase orders and receiving documents when applicable
• Enter invoices into the accounting system in a timely manner
• Prepare and process weekly/bi-weekly payment/deposit runs (checks, Credit Card, ACH, Zelle, Wire Transfer)
• Maintain accurate vendor records, including W-9s and payment terms
• Reconcile vendor statements and resolve discrepancies
• Respond to vendor inquiries regarding payment status
• Assist with month-end closing activities related to accounts payable
• Maintain organized and complete AP/AR files and documentation
• Ensure compliance with company policies, internal controls, and audit requirements
• Assist with 1099 preparation and reporting as required
• Coordinate with internal departments to resolve invoice or approval issues
• Process bi-weekly payroll.
• Assist Director of Accounting and Law Administration daily.

Qualifications

• 2+ years of accounts payable or general accounting experience
• Understanding of basic accounting principles
• Proficiency in accounting software and Microsoft Excel
• High attention to detail and accuracy
• Strong organizational and time-management skills
• Ability to handle confidential information with discretion
• Effective written and verbal communication skills

Core Competencies

• Accuracy and attention to detail
• Integrity and confidentiality
• Time management and prioritization
• Problem-solving skills
• Collaboration and communication

Employment Status & Benefits

• Full-time position 40 hours per week
• Benefits eligibility after 60 days of employment
• Health, Dental and Vision insurance
• Paid time off and paid holidays after 90 days of full-time employment
• 401(k)

Additional Requirements

• Ability to pass a background check
• Commitment to confidentiality and ethical accounting practices
• Must have reliable transportation and reside in or near Naples, FL