Accounting Specialist

Overview

The organization is seeking an experienced Accounting Specialist with 3+ years of experience to own the day-to-day accounting for a growing digital agency. This role covers bank and credit card reconciliations, invoicing and accounts receivable, payroll preparation, accounts payable coordination, and month-end close.

You will work closely with leadership and an outside CPA to keep QuickBooks Online accurate, ensure clients are billed on time, and maintain smooth vendor and payroll operations. This is a full-time position.

Responsibilities

Reconciliations & Month-End Close

• Reconcile every bank and credit card account in QuickBooks Online weekly and at month-end
• Complete weekly reconciliations every Monday so QuickBooks balances match actual bank statements
• Identify and flag discrepancies the same day (missing deposits, duplicates, or wrong amounts)
• Trace unusual transactions back to the bank, invoice, or contract before posting; journal entries require leadership approval
• Deliver monthly P&L, balance sheet, and AR aging by the 10th, with every account reconciled and nothing left in Uncategorized or Ask My Accountant
• Keep the books clean and ready for the CPA’s quarterly review

Invoicing & Accounts Receivable

• Own monthly invoicing for all recurring clients through Nickel, sent on the 1st of every month
• Issue one-time project invoices as new contracts are signed
• Track open invoices and send payment reminders on anything 15+ days past due
• Apply payments to the correct invoices
• Ensure every contract is billed on time and continually reduce past-due AR

Accounts Payable & Payroll Prep

• Enter vendor bills, schedule payments, and keep vendor records current
• Pay vendors on time with zero late fees or penalties
• Collect contractor hours, rate changes, and new-hire details for each biweekly payroll cycle
• Submit and confirm payroll inputs before every ADP deadline

Documentation & Communication

• Build and maintain written SOPs for every recurring process, including reconciliations, invoicing, payroll prep, and bills
• Use QuickBooks Online bank rules, templates, and available tools to resolve routine issues independently
• Respond to client, vendor, and team questions within one business day
• Escalate only items that need a decision, with research already completed

Requirements

• 3+ years of full-cycle bookkeeping for US small businesses
• Daily, hands-on experience in QuickBooks Online, including bank feeds, bank rules, and reconciliations
• Experience with invoicing, AR collections, and AP for a service business
• Familiarity with US payroll inputs (W-2 and 1099 workers) and a provider like ADP or Gusto
• Strong written English for client and vendor emails
• Proven attention to detail and a habit of documenting work

Preferred Qualifications

• Experience with Nickel or similar invoicing and payments platforms
• Experience supporting a digital agency or professional services firm
• Experience working alongside an outside CPA on quarterly reviews and year-end
• QuickBooks Online ProAdvisor certification
• Experience writing SOPs or process documentation

Compensation & Benefits

• Full-time position (compensation and benefits not specified)

Location

• Location not specified