Accounting Specialist

Native American Contracting LLC; New Braunfels (TX); On-site; USD 52,000 - 76,000; Full time

Job summary

Native American Contracting LLC seeks an Accounting / QuickBooks Specialist to maintain accurate financial records, support accounts payable and receivable, reconcile accounts, and assist management with financial reporting and administrative accounting tasks. The ideal candidate will have strong attention to detail, confidentiality, and the ability to identify and resolve discrepancies.

Proficiency in QuickBooks and Excel, and the ability to work independently are essential in this on-site

Qualifications

• 2+ years of accounting or bookkeeping experience.
• Experience with QuickBooks.
• Strong understanding of basic accounting principles.
• Experience with accounts payable and accounts receivable.
• Proficiency with Microsoft Excel and Microsoft Office.

Responsibilities

• Maintain accurate company financial records in QuickBooks.
• Enter and categorize financial transactions accurately and consistently.
• Maintain the chart of accounts and ensure transactions are coded to the appropriate accounts.
• Reconcile bank accounts, credit cards, and other financial accounts on a regular basis.
• Research and correct discrepancies, duplicate transactions, and coding errors.
• Maintain organized electronic accounting records and supporting documentation.
• Assist with month-end and year-end closing procedures.
• Receive, review, code, and enter vendor invoices.
• Verify invoices against purchase orders, receipts, or other supporting documentation when applicable.
• Prepare bills for payment and assist with payment processing.
• Monitor outstanding vendors balances and resolve discrepancies.
• Maintain documentation for all payments and vendor transactions.
• Prepare and issue customer invoices.
• Record customer payments accurately and promptly.
• Monitor outstanding receivables and identify past-due accounts.
• Assist with customer account inquiries and payment discrepancies.
• Maintain accurate customer records within QuickBooks.
• Provide management with updates regarding outstanding receivables.
• Assist with payroll processing and payroll-related accounting entries.
• Verify payroll information and supporting documentation.
• Maintain accurate payroll records.
• Coordinate with management and payroll providers as needed.
• Prepare routine financial reports from QuickBooks.
• Prepare weekly job costing reports every Monday.
• Assist with monthly financial statements and management reports.
• Provide information requested by management, accountants, auditors, or tax professionals.
• Assist with budget tracking and expense monitoring.
• Identify unusual transactions, variances, or financial discrepancies and bring them to management's attention.
• Maintain organized accounting files and documentation.
• Keep up with the LLC, organization, minority designation, tax exemptions and any requests that renew on a rotating basis.
• Assist with insurance, tax, licensing, and other financial documentation as needed.
• Support outside accountants, CPAs, and other financial professionals.
• Maintain confidentiality of company financial information.
• Perform other accounting and administrative duties as assigned.
• Greet and assist visitors in a professional and friendly manner.
• Answer and direct incoming phone calls and messages.
• Monitor and manage general office email and correspondence.
• Maintain a professional and organized reception and office area.
• Assist customers, vendors, subcontractors, and field personnel with general inquiries.
• Coordinate basic office needs, supplies, and administrative tasks.
• Provide administrative support to management and the accounting team as needed.

Skills

Accounting

Attention to detail

Time management

Independent work

Confidentiality

Excel

Tools

QuickBooks

Microsoft Excel

Microsoft Office

Job description

The Accounting / QuickBooks Specialist is responsible for maintaining accurate and timely financial records using QuickBooks, supporting accounts payable and accounts receivable, reconciling bank and credit card accounts, processing invoices and payments, and assisting management with financial reporting and administrative accounting functions.

This position requires strong attention to detail, organization, confidentiality, and the ability to identify and resolve discrepancies before they become larger accounting issues.

Key Responsibilities

QuickBooks & General Accounting

• Maintain accurate company financial records in QuickBooks.
• Enter and categorize financial transactions accurately and consistently.
• Maintain the chart of accounts and ensure transactions are coded to the appropriate accounts.
• Reconcile bank accounts, credit cards, and other financial accounts on a regular basis.
• Research and correct discrepancies, duplicate transactions, and coding errors.
• Maintain organized electronic accounting records and supporting documentation.
• Assist with month-end and year-end closing procedures.

Accounts Payable

• Receive, review, code, and enter vendor invoices.
• Verify invoices against purchase orders, receipts, or other supporting documentation when applicable.
• Prepare bills for payment and assist with payment processing.
• Monitor outstanding vendors balances and resolve discrepancies.
• Maintain documentation for all payments and vendor transactions.

Accounts Receivable

• Prepare and issue customer invoices.
• Record customer payments accurately and promptly.
• Monitor outstanding receivables and identify past-due accounts.
• Assist with customer account inquiries and payment discrepancies.
• Maintain accurate customer records within QuickBooks.
• Provide management with updates regarding outstanding receivables.

Payroll Support

• Assist with payroll processing and payroll-related accounting entries.
• Verify payroll information and supporting documentation.
• Maintain accurate payroll records.
• Coordinate with management and payroll providers as needed.
• Prepare routine financial reports from QuickBooks.
• Prepare weekly job costing reports every Monday.
• Assist with monthly financial statements and management reports.
• Provide information requested by management, accountants, auditors, or tax professionals.
• Assist with budget tracking and expense monitoring.
• Identify unusual transactions, variances, or financial discrepancies and bring them to management's attention.

Administrative Support

• Maintain organized accounting files and documentation.
• Keep up with the LLC, organization, minority designation, tax exemptions and any requests that renew on a rotating basis.
• Assist with insurance, tax, licensing, and other financial documentation as needed.
• Support outside accountants, CPAs, and other financial professionals.
• Maintain confidentiality of company financial information.
• Perform other accounting and administrative duties as assigned.

Office Administration

• Greet and assist visitors in a professional and friendly manner.
• Answer and direct incoming phone calls and messages.
• Monitor and manage general office email and correspondence.
• Maintain a professional and organized reception and office area.
• Assist customers, vendors, subcontractors, and field personnel with general inquiries.
• Coordinate basic office needs, supplies, and administrative tasks.
• Provide administrative support to management and the accounting team as needed.

Required Qualifications

• 2+ years of accounting or bookkeeping experience.
• Experience working with QuickBooks.
• Strong understanding of basic accounting principles.
• Experience with accounts payable and accounts receivable.
• Experience performing bank and credit card reconciliations.
• Strong attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to work independently and meet deadlines.
• Ability to maintain confidential financial information.
• Proficiency with Microsoft Excel and Microsoft Office.

Preferred Qualifications

• Experience in construction, contracting, service, or project-based business.
• Experience handling job-related expenses and vendor invoices.
• Experience working with payroll systems.
• Experience preparing information for an outside CPA or accounting firm.
• Understanding of job costing, purchase orders, and project-related accounting.

Key Performance Expectations

Success in this position will be measured by:

• Accurate and timely entry of financial transactions.
• Bank and credit card accounts being reconciled on schedule.
• Vendor invoices being processed accurately and on time.
• Customer invoices and payments are being maintained accurately.
• Minimal accounting errors and unresolved discrepancies.
• Accounting records being organized and audit ready.
• Timely completion of month-end accounting tasks.
• Management to receive accurate financial information when needed.
• Consistent and professional communication with vendors, customers, employees, and management.

Ideal Candidate

The ideal candidate is a detail-oriented, dependable accounting professional who is comfortable working in QuickBooks and taking ownership of day-to-day accounting responsibilities. This person should be able to work independently, recognize when something does not look right, investigate discrepancies, and communicate issues to management rather than allowing problems to remain unresolved.

The position is intended for someone who can become a reliable point of contact for the company's day-to-day accounting activities while working closely with management and outside accounting professionals.