Accounting Specialist

Overview

An Accounting Specialist position is available in a remote setting. This role supports the finance department by performing accounting and administrative duties related to software transitions, payroll processing, accounts payable, accounts receivable, file organization, process documentation, departmental automation, data analysis, state payroll compliance, and safeguarding Personally Identifiable Information (PII).

U.S. Citizenship is required for this position pursuant to the requirements of the U.S. Government contract(s) this role supports.

This position requires a background check and pre-employment drug screening. Employment is contingent upon satisfactory results.

Responsibilities

Software Transition Support

• Participate in major accounting or ERP software transitions.
• Support data migration by exporting, cleaning, validating, and importing financial data.
• Test workflows for payroll, AP, AR, reporting, and reconciliation accuracy.
• Document new procedures created during the transition.
• Provide feedback on system functionality and needed improvements.
• Assist coworkers during training and system adoption.
• Ensure departmental needs are fully supported during go-live and stabilization.

Payroll Support

• Collect, verify, and enter employee time records.
• Assist with weekly and bi-weekly payroll processing.
• Support payroll audits and maintain payroll records.
• Respond to corporate and employee inquiries regarding payroll and timekeeping.

Accounts Payable Support

• Review and verify invoices and expense reports for accuracy and approvals.
• Process vendor payments promptly.
• Reconcile vendor statements and resolve discrepancies.
• Maintain accurate AP files and payment records.

Accounts Receivable Support

• Post customer payments accurately and maintain AR records.
• Manage AR aging reports and conduct follow-ups on overdue invoices.
• Resolve billing questions and discrepancies.
• Support AR month-end reconciliations.
• Collaborate with other departments for accurate invoicing and funding tracking.

File Organization & Recordkeeping

• Maintain organized digital filing systems.
• Create structured digital folder systems that meet workflow and compliance needs.
• Perform digital file maintenance: naming consistency, version control, archiving, and removal of duplicates.
• Scan, index, and digitize paper documents for secure storage.
• Ensure documents and PII are stored securely with proper access controls.
• Retrieve documents for audits, reporting, and internal requests.

Process Documentation

• Create and maintain step-by-step accounting workflow documentation.
• Maintain SOPs for payroll, AP, AR, and recordkeeping.
• Recommend improvements for clarity, compliance, and efficiency.

PII Management & Security

• Handle PII such as SSNs, addresses, banking information, and tax IDs with strict confidentiality. Report any potential risks or breaches immediately.
• Follow federal/state data protection requirements and internal policies.

Requirements

• Two years’ experience with B.S./B.A. in Accounting or Business or related field or four years equivalent experience.
• Proficiency in Microsoft Office.
• Strong organizational skills with exceptional attention to detail.
• Ability to handle sensitive information and maintain strict confidentiality.

Preferred Qualifications

Department Efficiency Support

• Identify manual or repetitive workflows that can be streamlined.
• Develop automation tools such as templates, formulas, macros, and system rules.
• Build, maintain, and analyze Excel pivot tables for financial reporting.
• Implement digital solutions to reduce manual effort and increase productivity.
• Assist in maintaining automations for accuracy and reliability.

State Registrations & Payroll Compliance

• Assist with payroll tax registrations and multi-state filing requirements.
• Track withholding rules, unemployment insurance accounts, and compliance deadlines.
• Submit registration forms and maintain state payroll account documentation.
• Work with payroll providers or state agencies to resolve compliance issues.

Compensation & Benefits

• Salary Range: $56,160 - $68,640
• Variable compensation also included
• Benefits Pool: Health, Retirement & PTO/Sick Leave
• Company-provided STD, LTD and Life

Location

Remote position