Accounting Specialist Jobs

About The Position

Requirements

• Associate’s degree in Accounting, Finance, Business Administration, or related field, or equivalent experience.
• Minimum 3-5 years of accounting, accounts payable, payroll, or bookkeeping experience.
• Experience with QuickBooks or comparable accounting software.
• Strong knowledge of accounts payable, bank reconciliations, general ledger accounting, and payroll processing.
• Proficiency in Microsoft Excel and Microsoft Office applications.
• Ability to manage multiple priorities and meet strict deadlines.
• Strong attention to detail and organizational skills.
• Excellent written and verbal communication skills.

Nice To Haves

• Experience supporting audits and annual financial reporting.
• Knowledge of payroll regulations, I-9 compliance, and employee onboarding processes.
• Experience with BambooHR, Paychex, or similar HR/payroll systems.
• Experience working in a nonprofit, labor organization, or multi-location environment.

Responsibilities

• Process check requests, ensuring proper budget coding, supporting documentation, and required approvals.
• Issue checks and process payment requests on a timely basis, often under strict deadlines.
• Process accounts payable transactions through checks, ACH payments, and vendor payment portals.
• Prepare and coordinate overnight payment shipments through UPS and maintain shipping records.
• Maintain filing systems for accounts payable documentation.
• Monitor daily cash requirements and process bank transfers to cover issued payments.
• Submit daily Positive Pay files to banking institutions.
• Review and distribute monthly credit card statements and transaction reports to cardholders.
• Maintain transaction records for American Express and Wells Fargo credit card accounts.
• Enter and reconcile credit card transactions within the accounting system.
• Follow up on missing receipts and expense classifications.
• Prepare year-end classifications for outstanding transactions.
• Prepare and post journal entries as required.
• Maintain reimbursement schedules and process account reclassifications.
• Process payroll journal entries and related cash transfers.
• Perform monthly bank reconciliations for all bank accounts.
• Monitor daily banking activity and reconcile deposit and disbursement accounts.
• Maintain lease and rent schedules.
• Prepare fixed asset schedules and calculate annual depreciation and accumulated depreciation.
• Process year-end adjusting entries and auditor-requested journal entries.
• Process manual payroll checks when necessary.
• Assist with payroll processing during payroll staff absences.
• Coordinate overnight delivery of payroll-related payments.
• Maintain accurate payroll accounting records and supporting documentation.
• Serve as a primary contact during financial audits.
• Provide auditors with requested documentation, including invoices, bank statements, canceled checks, reconciliations, and supporting schedules.
• Prepare audit confirmations and year-end accounting schedules.
• Process and maintain annual 1099 reporting, including collection of W-9 forms.
• Prepare annual environmental fee tax reports.
• Complete and submit property tax filings and payments.
• Ensure timely payment of secured and unsecured property taxes.
• Conduct in-person I-9 verification and onboarding activities when necessary.
• Review new hire and rehire documentation for completeness and compliance.
• Monitor onboarding completion and required employee training through HR systems.
• Maintain I-9 files and employment authorization tracking records.
• Process lost time forms, verify pay rates, review supporting documentation, and coordinate with organizers regarding missing information.
• Maintain records of approved lost time forms and related payroll documentation.
• Verify employee status as new hires or rehires and maintain related tracking spreadsheets.
• Process health and welfare benefit payments, including COBRA-related payments.
• Coordinate with employees, organizers, and benefit providers to ensure timely payment and enrollment processing.
• Respond to benefit-related inquiries and route requests to appropriate personnel.
• Perform monthly cell phone account reconciliations and expense allocations.
• Create and maintain accounting class accounts as requested.
• Maintain and distribute updated class account listings.
• Distribute government notices and correspondence to appropriate departments and personnel.
• Perform additional accounting, payroll, compliance, and administrative duties as assigned.
• Support organizational operations by responding to urgent financial and personnel-related requests.