Staff Accountant

Job Description

Job Description

The Accounts Receivable & Tax Specialist supports billing, collections, and tax payment activities by ensuring invoices are processed accurately, outstanding balances are actively monitored, and required tax payments are submitted on time. This position calls for strong follow-up skills, accuracy, and the ability to keep detailed financial records organized.

 

1. Accounts Receivable Administration

• Prepare and send customer invoices in a timely and accurate manner.
• Manage receivable activity from billing through payment collection.
• Maintain current records of customer balances and unpaid invoices.
• Review aging reports and flag overdue accounts for follow-up.
• Record incoming payments and apply them correctly to customer accounts.
• Investigate payment issues such as short pays, discrepancies, and unapplied cash.
• Perform receivables reconciliations as needed.
• Conduct regular outreach on open and past-due invoices.
• Confirm invoice delivery and verify customer receipt.
• Follow up to ensure invoices are being reviewed and processed for payment.
• Identify and document reasons for payment delays or approval issues.
• Obtain estimated payment dates from customers.
• Reconnect with customers when payment deadlines are missed.
• Keep thorough notes on account activity, customer communication, and collection progress.
• Elevate delinquent accounts or unresolved matters to management when appropriate.

2. Tax Payment Coordination

• Process assigned sales and use tax payments accurately and on schedule.
• Monitor due dates to help ensure timely filing and payment.
• Maintain complete documentation and confirmations for tax transactions.
• Verify tax payments are correctly reflected in accounting records.
• Research and resolve tax-related discrepancies or balance issues.
• Communicate with internal teams, external accounting contacts, and tax agencies as needed.

3. General Accounting Support

• Assist with month-end close and reconciliations related to receivables and tax accounts.
• Organize and maintain supporting financial documentation.
• Provide management with updates on aging balances and collection activity.
• Support additional accounting tasks, special projects, and related assignments as needed.

• 2+ years of accounting experience, including meaningful exposure to accounts receivable and invoicing activities.
• Practical experience with AIA billing in a construction, contractor, engineering, or other project-driven setting.
• Working knowledge of progress billing, retainage, change orders, lien waivers, and contract-backed invoicing requirements.
• Ability to prepare journal entries and understand how accounts receivable activity impacts the general ledger.
• Proficiency in Microsoft Excel and experience using accounting or billing systems in a high-volume environment.
• Familiarity with job costing, project accounting, and reporting that supports collections and billing accuracy.
• Understanding of tax-related accounting areas such as sales tax and corporate tax return support is helpful.
• Strong organization, communication, and time-management skills with the ability to handle multiple deadlines across departments.