Accounting Associate

Accounting Associate Hybrid Schedule: M-Thurs On-Site, Fri Remote Position Summary The Accounting Associate is responsible for the day-to-day accounting and billing operations of the company, including full ownership of monthly client billing and collections activities. This role ensures accurate financial records, timely billing, effective cash flow management, and professional communication with clients regarding billing and payment matters. The ideal candidate has a strong foundation in bookkeeping and accounting principles, excellent attention to detail, and experience supporting a service-based organization. Key Responsibilities Accounts Payable (A/P) and Vendor Management Process, classify, reconcile, and enter vendor bills in Quickbooks. Manage vendor terms and maintain accurate vendor information in Quickbooks to ensure compliance, accurate records of disbursements and timely payments Allocate vendor costs and expenses accurately to the appropriate client agreements, projects, or service tickets. Client Billing, Accounts Receivable (A/R) & Collections Own and manage the monthly invoicing process for all clients, ensuring invoices are accurate, complete, and delivered on schedule Generate, review, and email client invoices in a timely and professional manner Ensure accurate synchronization of invoices and payments between QuickBooks and Halo PSA software Process and manage accounts receivable, including payment receipt, bank deposits, and credit card processing Monitor A/R aging reports, follow up on past-due accounts, and maintain professional communication with clients regarding collection of outstanding balances Respond to client inquiries related to invoices and payments and resolve billing issues promptly Accounting, Reconciliations & Reporting Maintain and balance all accounts to ensure accuracy and completeness Perform monthly bank, savings and credit card reconciliations Create and manage reports to support financial analysis and prepare daily account balance reports for Executive Management State Sales Tax Preparation & Remittance Prepare, file, and remit multi-state sales and use tax returns in compliance with applicable state and local regulations. Process Improvement & Compliance Recommend improvements to accounting processes, workflows, and systems to improve efficiency and accuracy Maintain strict confidentiality of all financial data and client information Support audits and ensure compliance with internal policies and accounting standards Organizational Values All individuals in the organization shall possess these competencies: Client First: Dedicated to putting our clients' success at the center of every decision and action. Integrity: Acting with honesty and transparencyalways doing what's right for our clients and our team. Own It: Take responsibility for outcomes, follow through on commitments, and lead with accountability. Kaizen (Continuous Improvement): Embrace change, learn constantly, and seek better ways to serve clients and strengthen our team. Skills and Abilities Demonstrates strong problem-solving skills by identifying issues, involving team members in developing solutions, analyzing options, and responding quickly to new challenges. Makes sound, consistent, and transparent decisions based on relevant information; exercises good judgment and integrity in all decision-making processes. Displays creativity and resourcefulness, offering ideas and innovative approaches to improve work processes and increase efficiency. Communicates effectively and professionally, both verbally and in writing, organizing and presenting information clearly and concisely; ensures accuracy and proper grammar in all communications. Writes effectively for diverse audiences, including proposals, reports, marketing content, briefings, blogs, and social media. Writes clearly and appropriately for different audiences, including reports, briefings to leadership, and correspondence with clients and vendors. Demonstrates initiative by taking ownership of tasks and performing duties without requiring constant direction; shows willingness to learn new skills and adapt to changing needs. Maintains strong organizational and time management skills, effectively prioritizing multiple responsibilities and meeting deadlines. Performs duties with a high degree of accuracy, consistency, and attention to detail. Maintains a neat, organized, and efficient physical and digital workspace. Exercises excellent analytical ability in maintaining accurate financial records and reconciliations. Maintains confidentiality and discretion when handling sensitive company and client information. Proficient in QuickBooks Desktop and highly proficient in Microsoft Excel. Skilled in Microsoft Office 365 Suite, including Outlook, Word, PowerPoint, and Teams. Experience with Professional Services Automation (PSA) software is a plus. Works collaboratively with internal teams and external partners while maintaining a customer-service mindset. Possesses a valid driver's license and reliable, well-maintained personal transportation. Owns and maintains a modern, fully operational smartphone (Android or iPhone) to support job-related communications. Supervisory Responsibilities This position does not have supervisory responsibilities. Education & Experience Associate's degree in Accounting, Finance, or related field (Bachelor's degree preferred). Minimum of 3 years of full-charge bookkeeping or accounting experience, ideally within a professional services or small business environment. Proficiency in QuickBooks (Desktop or Online) and familiarity with PSA or similar project management software. Demonstrated experience managing full-cycle A/P and A/R functions.

Created: 2026-03-04