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Accounting Specialist

Job Details

Hybrid - Dallas-Fort Worth (DFW), TX

Description

Classification

Hourly

 

Reports to

Accounting Manager

 

Summary/Objective

The Accounting Specialist supports the accounting and finance team by performing a variety of accounting duties, including managing accounts payable and receivable, reconciling accounts, and preparing accounting reports. This role ensures accuracy and compliance with company policies and accounting standards while contributing to the overall efficiency of the organization’s financial operations.

 

Direct Reports

None

 

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Accounts Receivable

  • Generate and distribute monthly invoices and statements to members by appropriate deadlines

  • Create manual invoices per request in a timely manner

  • Submit member invoices in online portal system, if applicable

  • Timely record and apply member payments including checks, credit card transactions, ACH and/or incoming wires and submit daily bank deposits in NetSuite

  • Process credit card payments and approved refunds using appropriate payment method

  • Review accounts receivable aging reports to identify past due accounts or accounts with credits. Research payment history and resolve issues (e.g., misapplied payments, billing or, PO discrepancies) to ensure timely and accurate payment

  • Contact members to resolve accounts receivable discrepancies and follow up on past due balances, ensuring all activities and correspondence are documented in NetSuite

  • Initiate collection efforts for past due customer accounts by contacting customers and documenting all communication and follow-up actions in NetSuite

  • Keep member accounts up to date by creating new accounts, managing existing ones, recording correspondence, and adding files in NetSuite as needed

Accounts Payable

  • Review, verify, and process vendor invoices, expense reports, and payment requests to ensure accuracy and compliance with company policies

  • Manage the full-cycle accounts payable process, including coding invoices, obtaining approvals, and entering data into the financial system

  • Prepare and process payments via checks, ACH, or wire transfers in a timely manner, ensuring proper documentation and authorization

  • Reconcile accounts payable transactions and resolve discrepancies by communicating with vendors or internal departments

  • Monitor accounts to ensure timely payment of invoices and identify opportunities for early payment discounts

  • Maintain vendor records and ensure all required documentation, such as W-9 forms, is accurate and up to date

General Accounting

  • Accurately record all financial transactions, including bank transactions, in NetSuite in a timely manner

  • Respond to inquiries requests promptly and accurately

  • Investigate and resolve AR and AP discrepancies by collaborating with vendors and members

  • Maintain files and detailed records of corresponding information thoroughly and accurately in accordance with company policy and accepted accounting practices

  • Assist with month-end and year-end closing processes, including accruals and reconciliations

  • Prepare monthly reports, including aging reports, for management review

  • Support internal and external audits by providing necessary documentation and explanations

  • Generate accounting reports, as needed

Collaboration and Compliance

  • Provide backup support for accounts payable or receivable functions during absences or peak periods.

  • Collaborate with team members to ensure continuity and timely completion of tasks across financial operations

  • Foster strong relationships with members, vendors, and internal departments to ensure efficient resolution of issues and maintain a high level of customer service

  • Assist in developing and documenting standard operating procedures (SOPs) to streamline workflows and enhance operational efficiency

  • Ensure the security of financial data by maintaining compliance with cybersecurity best practices and safeguarding sensitive information

  • Maintain strict confidentiality of financial information and company records in accordance with company policies and applicable regulations

Qualifications

Required Education and Experience

  • 1-3 years of experience in accounts payable, accounts receivable, or related accounting field

  • High school diploma required; associate’s degree in accounting or finance preferred

 

Skills & Knowledge

  • Proficiency in ERP Systems (e.g., NetSuite or similar)

  • Proficiency in Office 365 applications

  • Basic understanding of principles of finance, bookkeeping and accounting

  • Extraordinary attention to detail, committed to accuracy, and must be highly organized

  • Excellent oral and written communication skills, and professionalism when interacting with internal and external contacts are essential

  • Confidentiality

  • Problem solving skills

  • Ability to complete projects and tasks in a thorough and timely manner

  • Participate and collaborate in a team-based environment

 

Work Environment

This job operates primarily in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

 

Physical Demands/ADA Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. This is largely a sedentary role; and individuals may need to sit or stand for long periods of time. Individuals must be able to type, operate telephones, computer equipment, and audio headphones. May require walking primarily on a level surface for periodic periods throughout the day. Reaching above shoulder heights, below the waist or lifting as required to file documents or store materials throughout the workday.

 

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities; duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

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