Accounting & Administrative Specialist

Position Summary:

The Accounting & Administrative Specialist plays a key role in supporting the Accounting and Administrative function by combining hands-on accounting activities with operational, administrative, and compliance support. This position is responsible for daily banking and payment applications, departmental organization, contract and compliance tracking, and project metrics reporting. The Specialist also serves as a customer service resource, corresponding with customers and facilities regarding billing, payment status, and collections-related inquiries.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES: The following duties and responsibilities generally reflect the expectations of this position but are not intended to be all inclusive, other duties may be assigned:

• Accounting & Financial Operations

  • Prepare and process daily bank deposits and ensure timely posting of customer payments.
  • Maintain accurate and organized financial records for audits, compliance reviews, and internal reporting.

  Customer Service & Stakeholder Support

  • Correspond with customers and facilities regarding billing, payment status, and collections-related inquiries.
  • Provide accurate and timely information on account balances, payment applications, and supporting documentation.

  Operational & Administrative Support

  • Manage departmental correspondence, including incoming/outgoing mail, filing, and document retention (electronic and physical).
  • Coordinate meetings, prepare agendas, take minutes, and track follow-ups for Finance leadership.
  • Serve as the liaison between the accounting department and other functional areas to ensure smooth communication and timely completion of requests.
  • Support preparation of presentations and reporting packages for leadership.

  Project & Performance Tracking

  • Maintain project trackers and dashboards to monitor progress, timelines, and deliverables across key Finance initiatives.
  • Compile departmental performance metrics, preparing summaries for management review.
  • Proactively identify gaps or delays in project execution and escalate as appropriate.

  Legal & Compliance Support

  • Assist with contract administration including logging, filing, and tracking key agreements and renewals.
  • Maintain corporate compliance documentation such as insurance certificates, licensure, and entity registrations.
  • Support Finance and Legal leadership in maintaining timely and accurate records.
• Other:
  Assist accounting teams on various projects and other general accounting and month-end close duties as assigned.

 

EDUCATION AND/OR CERTIFICATIONS

• BS degree in Accounting, Business Administration, Finance or related field.
• Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint); experience with ERP/accounting systems (Sage Intacct, or similar) preferred.
• Excellent customer service, organizational, and communication skills with the ability to interact effectively across all levels of the organization.
• Ability to manage multiple priorities with attention to detail, accuracy, and timeliness

 

Key Attributes for Success

• Professional presence with the ability to handle sensitive information confidentially.
• Customer-first mindset, balancing professionalism with accuracy and timeliness.
• Highly detail-oriented with a strong sense of accountability and ownership.
• Problem-solver with the ability to improve processes and anticipate needs.
• Collaborative, adaptable, and proactive in supporting both strategic and operational initiatives.

 

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PHYSICAL REQUIREMENTS:   The physical demands described here are representative of those that must be met by an employee to successfully perform the job.

• While performing the duties of this job, the employee is regularly required to communicate with others, including the ability to express oneself and exchange information in what, at times, could be a stressful or high-pressure environment. 
• The employee frequently is required to move about the office to access files, use office equipment, and to interact with others.   The person must be able to sit or remain in a stationary position for extended periods of time to be able to work, communicate on the phone, utilize the computer, and interact with others.  The employee is occasionally required to stand or otherwise be able to access files,