Accounting Specialist

Overview

This full-time Accounting Specialist role is responsible for owning the day-to-day bookkeeping for a growing digital agency. Work includes weekly reconciliations, invoicing and accounts receivable follow-up, vendor accounts payable support, payroll preparation, and month-end close. You will collaborate with leadership and an outside CPA to keep QuickBooks Online accurate and ensure clients, vendors, and payroll processes run smoothly.

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 Online balances match actual bank statements
• Catch 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, ensuring every account is reconciled and nothing remains in Uncategorized or Ask My Accountant
• Prepare the books to be 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 your 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

• Not specified in the provided job description.

Location

• Not specified in the provided job description.

What Success Looks Like

• Within your first 6 months:
  • Every bank and card account is reconciled weekly, and QuickBooks matches the bank statements every week
  • Recurring client invoices go out on the 1st every month, and past-due AR is followed up consistently
  • Payroll inputs are submitted before every ADP cycle, and vendors are paid on time with zero late fees
  • A clean month-end package (P&L, balance sheet, AR aging) is delivered by the 10th every month, ready for the CPA’s quarterly review
  • Every recurring process is documented in an SOP, reducing leadership time needed in the books