Accounting Specialist

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About the Role

We are seeking an experienced Accounting Specialist with 3+ years of experience to own the day-to-day books for our growing digital agency, from reconciliations and invoicing to payroll prep and month-end close.

You will work directly with our leadership team and outside CPA to keep QuickBooks Online accurate, get clients billed on time, and keep vendors and payroll running smoothly. The ideal candidate is detail-oriented, curious, and responsive, and capable of solving routine issues independently while knowing when to escalate a decision. This is a full-time position.

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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 QBO balances match actual bank statements
- Catch and flag discrepancies such as missing deposits, duplicates, or wrong amounts the same day
- Trace unusual transactions back to the bank, invoice, or contract before posting; journal entries require leadership approval
- Deliver a 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 our 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 QBO bank rules, templates, and available tools to resolve routine issues independently
- Respond to client, vendor, and team questions within one business day
- Escalate only the items that need a decision, with the research already done

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Qualifications

Required

- 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

- 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

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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 our CPA's quarterly review
- Every recurring process is documented in an SOP, so less leadership time is spent in the books