Accounting Specialist

Accounting Specialist

The Accounting Specialist supports day-to-day accounting operations, with a primary focus on accounts payable, accounts receivable, and general ledger activities. This role processes a high volume of financial transactions, maintains accurate and well-organized records, and prepares recurring financial and operational reports. The position also provides administrative and analytical support to the accounting team, including coordination of routine accounting tasks and applicant assessments. Approximately 80% of the role centers on accounting functions and 20% on administrative responsibilities.

Responsibilities

• Maintain accurate, well-organized financial and accounting records across multiple ledgers and accounts.
• Collect, analyze, and verify financial data used for reporting and budget forecasting to support informed decision-making.
• Prepare recurring financial and operational reports, including weekly and monthly reconciliations.
• Compile and analyze revenue and expense activity, identify discrepancies, and assist with resolving issues in a timely manner.
• Review vendor invoices for accuracy, compliance, and proper authorization before coding and entering them into the accounting system.
• Process payment batches and review payment files to ensure accuracy, completeness, and proper documentation.
• Perform vendor account and statement reconciliations to prevent delayed or incorrect payments.
• Prepare, submit, and track invoicing related to grants and contractual agreements in compliance with funding requirements.
• Oversee accounts payable functions to ensure invoices are properly approved, recorded, and paid on time.
• Monitor accounts receivable balances and follow up on overdue invoices through clear written and verbal communication.
• Support month-end and year-end close activities, including account reconciliations and preparation of supporting reports.
• Prepare and post journal entries as needed to ensure accurate general ledger balances.
• Track and manage Graduate Scholarship Loan Agreements, including documentation follow-up, billing, and ongoing monitoring.
• Review and process employee expense reimbursements in accordance with internal policies.
• Prepare and process annual IRS 1099 documentation in accordance with federal regulations.
• Resolve complex payment, billing, and vendor-related inquiries, including past-due or urgent payment requests.
• Coordinate and administer aptitude assessments and interviews for applicants as part of the administrative responsibilities.
• Assist with administering tests to students and other administrative tasks as needed.
• Perform additional duties as assigned to support departmental and organizational needs, including taking on multiple responsibilities within a small team.

Essential Skills

• Proven ability to manage and process a high volume of invoices and financial documents, including approximately 120 nonpurchase order invoices per month.
• Strong analytical skills with excellent attention to detail and accuracy in all financial work.
• Exceptional organizational and time-management abilities to handle multiple tasks and deadlines.
• Advanced proficiency with Microsoft Office applications, particularly Microsoft Excel.
• Demonstrated ability to use Excel functions such as pivot tables, VLOOKUP, and SUMIFS.
• Solid understanding of core accounting principles, including debits, credits, accruals, payment terms, refunds, and discounts.
• Hands-on experience with accounts payable, accounts receivable, account reconciliations, journal entries, and general ledger work.
• Clear and professional written and verbal communication skills.
• Professional phone etiquette and strong customer service skills when interacting with vendors, colleagues, and other stakeholders.
• Ability to work independently with minimal supervision while contributing effectively to a small team.
• High School Diploma or GED required.
• Associate degree in Accounting or a related field required (minimum AA).
• Minimum of five (5) years of relevant accounting or financial support experience, with some flexibility based on overall qualifications.

Additional Skills & Qualifications

• Experience functioning as a bookkeeper or in a role that touches multiple areas of accounting, including AP, AR, reconciliations, journal entries, and general ledger.
• Familiarity with Sage or similar ERP systems; Sage experience is preferred but not required.
• Comfort working with other ERP or accounting platforms and adapting to new systems.
• Experience with Quickbase or similar construction management tools is preferred but not required.
• Ability to coordinate and administer aptitude assessments, interviews, and tests for applicants or students.
• Comfort taking on administrative tasks in addition to core accounting responsibilities.
• Demonstrated ability to operate effectively in a small office environment where team members wear multiple hats.
• Industry experience is flexible; candidates from various sectors are encouraged to apply.

Work Environment

This position is based in a small office environment with a total team of approximately nine people, fostering a close-knit and collaborative culture. Team members support each other and frequently wear multiple hats, so the Accounting Specialist must be comfortable assisting with both accounting and administrative tasks. The role is approximately 80% accounting and 20% administrative work, including administering tests to students and coordinating applicant assessments. The standard work hours are from 7:00 AM to 3:30 PM, with no flexibility to work past 3:30 PM, providing a clearly defined daytime schedule. The work relies heavily on technology, including Microsoft Office (especially Excel), ERP systems such as Sage or comparable platforms, and potentially Quickbase or other construction management tools. The environment emphasizes accuracy, teamwork, professionalism, and a willingness to help wherever needed in a small, supportive office setting.

Job Type & Location

This is a Contract to Hire position based out of Riverside, CA.

Pay and Benefits

The pay range for this position is $29.00 - $37.00/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)

Workplace Type

This is a fully onsite position in Riverside, CA.

Application Deadline

This position is anticipated to close on Jun 1, 2026.