Accounting Specialist

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.

Responsibilities:

·        Demonstrate working knowledge of accrual accounting, job-cost accounting, and general ledger accounting principles applicable to labor-driven service contracts.

·        Manager labor distribution from timekeeping system to QuickBooks to include: timesheet imports to applicable accounts.

·        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.

·        Prepare, review, and post accrual-basis journal entries in QuickBooks in support of month-end and year-end close activities.

·        Record journal entries for accrued payroll, accrued expenses, accounts payable, prepaid expenses, deferred revenue, unbilled receivables, and other standard balance sheet and income statement accounts.

·        Accurately assign direct labor, indirect labor, subcontractor costs, and other direct costs to the appropriate contract, task order, project, and Contract Line Item Number (CLIN).

·        Support accounting for Time-and-Materials, Labor Hour, and Firm-Fixed-Price contracts within a Government contracting environment.

·        Review timesheets, payroll reports, labor distribution reports, invoices, and funding documentation to support accurate journal entry preparation.

·        Reconcile general ledger accounts, project cost records, labor accounts, and contract-related balances to supporting documentation.

·        Support monthly cutoff procedures to ensure labor, vendor costs, subcontractor costs, and revenue are recorded in the correct accounting period.

·        Ensure journal entries are supported by clear calculations, adequate documentation, and audit-ready backup.

·        Identify and resolve accounting discrepancies related to labor charging, billing support, funding allocation, and project costing.

·        Set up and routinely update project data as received by the Government to include: payroll, and billing personnel to ensure accounting entries align with contract terms, labor activity, and funding modifications.

·        Capable of rapidly troubleshooting discrepancies in payroll and other financial reports

·        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.

·        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.

·        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:

·        Must be proficient with the Intuit QuickBooks application.

·        A strong MS Excel capability (Formula proficiency to include: SUM, SUMIF, SUMIFS, IF, XLOOKUP or VLOOKUP, INDEX/MATCH, COUNTIF)

·        Experience preparing accrual-basis journal entries in QuickBooks.

·        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.

DPCG is an Equal Opportunity Employer committed to hiring and developing the most qualified individuals based on merit, experience, and business needs, without regard to any protected status under applicable law.