Accounting & Compliance Specialist

Description

The Accounting & Compliance Specialist is responsible for supporting the company’s accounting operations, financial recordkeeping, and regulatory compliance activities. This role assists with general ledger maintenance, accounts payable and receivable, sales tax filings, business licenses, fixed-asset tracking, and depreciation. The position also provides backup support and general accounting assistance to the Controller and CFO.

The ideal candidate is detail-oriented, organized, and capable of managing multiple deadlines while maintaining accurate financial records and ensuring compliance with applicable tax, licensing, and reporting requirements.

Essential Duties and Responsibilities

1. Sales Tax & Regulatory Compliance

• Prepare and file required sales tax returns in applicable jurisdictions.
• Maintain sales tax records and supporting documentation and assist with reconciling sales tax liabilities.
• Track filing deadlines and payment due dates to ensure timely compliance.
• Assist with obtaining, renewing, and maintaining business licenses, permits, registrations, and other required documentation.
• Monitor compliance deadlines and maintain a centralized record of applicable licenses, renewals, and regulatory requirements.
• Assist with responding to tax notices, licensing inquiries, and requests for supporting documentation.

2. Fixed Assets & Depreciation

• Maintain accurate equipment and fixed-asset records, including acquisitions, disposals, transfers, and asset details.
• Track asset costs, locations, useful lives, and other relevant information.
• Assist with maintaining the fixed-asset register and reconciling it to the general ledger.
• Calculate and record monthly depreciation in accordance with company policies and applicable accounting standards.
• Assist with fixed-asset reporting, physical asset verification, and year-end documentation.

3. Controller & Department Support

• Provide day-to-day accounting and administrative support to the Controller/CFO.
• Assist with financial reporting, account analysis, reconciliations, and supporting schedules.
• Gather documentation for audits, tax filings, and other external reporting requirements.
• Identify discrepancies, research accounting issues, and communicate findings to the Controller/CFO
• Help improve accounting procedures, documentation, and internal controls.
• Perform other accounting and compliance duties as needed.

4. General Accounting & General Ledger

• Assist with maintaining accurate and complete general ledger accounts and supporting schedules.
• Prepare and post journal entries, including accruals, reclassifications, and other routine accounting adjustments.
• Assist with monthly, quarterly, and year-end close activities.
• Perform account reconciliations and investigate discrepancies as needed.
• Maintain organized and accurate financial documentation to support internal reporting and audits.
• Provide general accounting support to the Controller and assist with special projects as assigned.

5. Accounts Payable & Accounts Receivable

• Provide support for accounts payable and accounts receivable processes.
• Assist with invoice processing, payment preparation, customer invoicing, and cash application as needed.
• Monitor outstanding invoices and assist with follow-up on past-due receivables.
• Reconcile vendor statements and investigate billing or payment discrepancies.
• Assist with maintaining accurate AP/AR records and supporting documentation.

6. Communicates in a professional, respectful, and courteous manner with all employees, customers, and others with whom we may work

7. Contributes to a successful workgroup and fosters a team-oriented culture through positive interactions, active listening, meaningful collaborations, high employee engagement, and the constructive exchange of ideas designed to meet or exceed the organization’s strategic goals

8. Other duties will be assigned during the course of employment 

Requirements

Qualifications

A. Education: High school diploma or equivalent; associates degree in accounting or business preferred.

B. Experience: 2+ years of accounts receivable, billing, or general accounting experience.

C. Strong knowledge of accounting principles and practices.

D. Proficiency in accounting software (e.g., QuickBooks, NetSuite, SAP, Oracle) and MS Office (Excel, Word, Outlook).

E. Excellent attention to detail and organizational skills.

F. Strong communication and problem-solving abilities.

G. Ability to work independently and as part of a team in a fast-paced environment.

Physical Work/Environment Requirements

A. Work is performed in an office environment (constant 67-100%) and requires seldom (0-10%) movement into a warehouse environment.