Accounting Specialist

Job Description

Job Description

Accounting / QuickBooks Specialist

Schertz, TX

Full Time: Monday - Friday 8:00am - 5:00pm

Pay $20-$25 (Based on Experience)

The Accounting / QuickBooks Specialist is responsible for maintaining accurate financial records, managing day-to-day accounting activities, and providing administrative support to company management. This position oversees QuickBooks transactions, accounts payable and receivable, bank and credit card reconciliations, payroll support, financial reporting, and general office administration.

The ideal candidate is detail-oriented, highly organized, dependable, and capable of working independently while maintaining the confidentiality and accuracy of company financial information.

Key Responsibilities

QuickBooks & General Accounting

• Maintain accurate financial records and transactions in QuickBooks.

• Enter, categorize, and code transactions using the appropriate chart of accounts.

• Reconcile bank accounts, credit cards, and other financial accounts.

• Research and resolve discrepancies, duplicate transactions, and coding errors.

• Maintain organized electronic accounting records and supporting documentation.

• Assist with month-end and year-end closing procedures.

Accounts Payable

• Receive, review, code, and enter vendor invoices.

• Verify invoices against purchase orders, receipts, and supporting documentation when applicable.

• Maintain accurate vendor records and outstanding balances.

• Prepare invoices for payment and assist with payment processing.

• Research and resolve vendor billing discrepancies.

Accounts Receivable

• Prepare and issue customer invoices.

• Record and apply customer payments accurately and promptly.

• Monitor outstanding receivables and follow up on past-due accounts.

• Address customer billing inquiries and payment discrepancies.

• Maintain accurate customer records and provide management with receivables updates.

Payroll Support

• Assist with payroll processing and related accounting entries.

• Verify payroll information and supporting documentation.

• Maintain accurate payroll records and coordinate with management and payroll providers.

Financial Reporting & Job Costing

• Generate routine financial reports using QuickBooks.

• Prepare weekly job-costing reports every Monday.

• Assist with monthly financial statements and management reports.

• Monitor expenses, budgets, and project-related costs.

• Identify unusual transactions, variances, and discrepancies.

• Provide financial documentation to management, CPAs, auditors, and tax professionals as requested.

Administrative & Office Support

• Maintain company accounting files, financial records, and administrative documentation.

• Track and maintain LLC filings, organizational records, minority business certifications/designations, tax exemptions, and recurring renewals.

• Assist with insurance, tax, licensing, and other compliance-related documentation.

• Support outside accountants, CPAs, and financial professionals.

• Greet visitors, answer incoming calls, and manage general office email and correspondence.

• Assist customers, vendors, subcontractors, and field personnel with general inquiries.

• Maintain an organized and professional office environment.

• Coordinate office supplies and general administrative needs.

• Perform additional accounting and administrative duties as assigned.

Required Experience

• 2+ years of accounting, bookkeeping, or related financial administration experience.

• Hands-on experience using QuickBooks.

• Experience managing accounts payable and accounts receivable.

• Experience performing bank and credit card reconciliations.

Nice-to-Have Experience

• Experience in construction, contracting, service, or project-based businesses.

• Experience with QuickBooks Online.

• Experience with job costing, purchase orders, and project-related expenses.

• Experience supporting payroll processing and working with payroll providers.

• Experience preparing financial documentation for an outside CPA or accounting firm.

Required Skills

1. QuickBooks & Accounting: Proficiency in QuickBooks, bookkeeping, general ledger transactions, and basic accounting principles.

2. Financial Reconciliation: Ability to manage accounts payable, accounts receivable, bank reconciliations, and credit card reconciliations accurately.

3. Microsoft Office & Organization: Proficiency in Microsoft Excel and Microsoft Office, with strong attention to detail, organization, and time management.

Preferred Skills

• QuickBooks Online

• Job Costing and Project Accounting

• Vendor Invoice Processing

• Customer Billing and Collections

• Payroll Administration and Payroll Systems

• Financial Reporting and Expense Tracking

• Purchase Order Management

• Construction Accounting

• Document Management and Recordkeeping

• Microsoft Excel Reporting

Key Performance Expectations

Success in this position will be measured by:

• Accurate and timely financial transaction entry.

• Consistent completion of bank and credit card reconciliations.

• Timely and accurate vendor invoice processing and customer billing.

• Minimal accounting errors and unresolved discrepancies.

• Organized, complete, and audit-ready financial records.

• Timely completion of month-end accounting activities.

• Accurate and reliable financial reporting to management.

• Professional communication with vendors, customers, employees, and management.

Please call Schertz Branch: View phone number on us.fitly.work

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