Accounting Specialist & Administrative Assist

Location: Hybrid (in-office days – Tuesday, Wednesday, and Thursday)

Department: Accounting

Reports to: Controller

Exemption Status: Nonexempt

Job Summary:

The Accounting Administrator Specialist (?) provides essential accounting and administrative support to the Accounting Department and works closely with department leadership. This role requires a strong foundation in accounting, attention to detail, and the ability to manage multiple priorities while balancing transactional accounting responsibilities with departmental support functions.

Primary responsibilities include accounts payable processing, cash reconciliations, maintenance of financial records, and support of routine accounting activities to ensure accurate, timely, and compliant financial operations. The role also provides administrative support for finance-related committees and meetings, including the coordination of materials and the preparation of meeting minutes.

This position plays a key role in strengthening internal controls, supporting monthly close processes, and ensuring the smooth and efficient operation of the accounting function.

Essential Duties and Responsibilities:

• Supports full-cycle accounts payable processing, including invoice review, vendor maintenance, reconciliations, 1099 reporting, honoraria payments for 400+ appointees, and ensuring proper coding and compliance with internal policies.
• Support and processes travel and meeting-related expense processing, including reimbursement review, reconciliation of airline and hotel invoices, assignment of general ledger codes, and calculation of applicable sales tax refunds.
• Performs daily cash activity processing, including preparation of deposit journal entries and reconciliation of bank activity to the internal CMS enrollment system, researching and resolving discrepancies.
• Prepares monthly bank reconciliations for multiple entities and accounts, investigating outstanding items and ensuring alignment between bank statements and the general ledger.
• Supports monthly close activities by reconciling assigned general ledger accounts, preparing routine journal entries, and assisting with sales and use tax filings.
• Serves as back-up in reviewing staff timesheets for accuracy and appropriate program allocation prior to processing.
• Provides administrative support to department leadership, including coordinating and scheduling finance-related meetings, assembling committee materials, preparing clear and accurate meeting minutes, and managing departmental documentation and travel reporting.

Supervisory Responsibilities:

This role does not have any supervisory responsibilities.

Required Qualifications:

• Associate degree in accounting or related field.

Minimum two (2) years of experience in a professional office environment, including full-cycle accounts payable processing.

• Experience preparing account reconciliations and related journal entries.
• Strong accounting foundation with hands-on experience in accounts payable processing.
• Proficiency with Microsoft Office Suite and electronic document management systems.
• Strong written and verbal communication skills with the ability to work effectively with staff at all levels.
• Demonstrated ability to work accurately and efficiently, manage multiple priorities, meet recurring deadlines, and maintain discretion with confidential information.
• Strong technical aptitude with the ability to learn new systems and software quickly.

Preferred Qualifications:

• Bachelor’s degree in accounting or related field.
• Experience with corporate travel administration and expense processing.
• Experience with Intacct, Bill.com, Adobe, or similar accounting and workflow platforms.
• Comfort using digital tools and data systems to support department operations.
• Ongoing competence with business applications and emerging technologies.

Travel Required

This position has less than 1% expected travel.

Work Environment:

The noise level in the work environment is usually moderate.

This role will be performed in an office or a work-from-home setting. It is expected to be exposed to controlled temperature environments, both hot and cold.

Physical Demands:

While performing the duties of this job, the employee is regularly required to communicate with others. The employee is frequently required to stand, walk, sit, demonstrate hand and finger dexterity in the course of their work, handle or feel, and reach with hands and arms. The employee is occasionally required to climb, balance, stoop, kneel, crouch or crawl.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

The expected physical workload is expected to be:

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

This role is expected to use the following machines, tools, and equipment:

• Telephone
• Computer

Accounting Specialist & Administrative Assistant to the VP of Finance/CFO