Accounting Specialist

Essential Functions:

This position is responsible for QuickBooks administration, Accounts Receivable (A/R) and Account Payable (A/P) and other administrative support to the Company, with primary support to Finance and Accounting. This position is responsible for performing various administrative duties and functions related to monthly closing cycles to include Payroll entries, Accounts Payable/Receivable, General Ledger maintenance and invoicing. Maintains a close and highly responsive relationship with the CFO and plays a key function in adhering to the monthly financial calendar. Ensures strict confidentiality with all records, documents and related information pertaining to financial performance and high-level plans and decisions affecting Company operations. Position is 100% remote - Monday through Friday 8AM to 5PM EST
Responsibilities:

• Manager labor distribution from timekeeping system to QuickBooks to include: timesheet imports to applicable accounts.
• Prepare and send customer invoices; record customer payments, deposits, and refunds; maintain A/R aging and follow up on past-due accounts.
• Maintain vendor and customer master data (W-9 collection, 1099 status, addresses, terms) and year-end 1099-NEC/1099-MISC e-filing support.
• Perform reconciliation between invoices generated from prime systems vs time entry from employee timesheets.
• Enter and post vendor bills, credit card charges, employee reimbursements, and journal entries in QuickBooks Desktop.
• Process A/P: manage receipt of A/P, code bills to the correct GL accounts/classes, route for approval, schedule payments (ACH/check), and maintain A/P aging.
• Manage company expense reports: receipt capture/attachment, mileage, per-diem tracking, and corporate card feeds with proper coding.
• Reconcile bank, credit card monthly; investigate and resolve discrepancies.
• Support payroll processing (in QuickBooks or integrated provider): code labor to classes/jobs, post payroll journals, and reconcile 941/940/W-2 totals to the GL.
• Review financial reports to include P&L, Balance Sheet, A/R & A/P aging, P&L by Class/Job and distribute to leadership on a defined cadence.
• Assist in preparation and follow the DPCG Finance calendar to complete with month-end close activities to include: accruals/deferrals, reconciliations and labor distributions.
• Coordination with Human Resources (new hire, termination, salary actions and employee status changes) PM s and Contracts for entries into QuickBooks.
• Maintain organized digital files and a clear audit trail by attaching source documents to QuickBooks transactions.
• Enforce basic internal controls (segregation of duties, approval workflows, vendor verification, void/refund controls).

Education:

• High school diploma/GED equivalent and five years of related experience.
• Bachelor s degree preferred in a related field (Business and/or Accounting/Finance)

Experience:

• Experience supporting executive-level team or corporate officer(s).
• Experience in maintaining confidentiality with plans, communications, projects, and company information required.
• Experience in office procedures such as administrative support, accounting, recordkeeping, and data entry.
• Advanced experience with QuickBooks for financial management, invoicing, and payroll support.
• Ability to troubleshoot issues in QuickBooks and financial related issues.
• Knowledge of and experience working with government contracts, compliance requirements, and related documentation.
• Establish and maintain an effective working relationship with management, vendors, and co-workers, and foster a team environment.
• Proficiency in MS Office Word, Excel, Outlook, PowerPoint.
• Ability to communicate well with internal and external stakeholders.
• Ability to use discretion regarding costs associated with invoicing, payroll, and financial data.