Accounting Specialist
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Job Description
Accounting Specialist managing QuickBooks Online, invoicing, reconciliations, payroll prep, and month-end close. Supporting a growing Nashville digital agency and its CPA.
Responsibilities:
- Own the day-to-day books for a growing digital agency
- Reconcile every bank and credit card account in QuickBooks Online weekly and at month-end
- Complete weekly reconciliations every Monday so QBO balances match actual bank statements
- Catch and flag discrepancies such as missing deposits, duplicates, or wrong amounts the same day
- Trace unusual transactions back to the bank, invoice, or contract before posting; obtain leadership approval for journal entries
- Deliver a monthly P&L, balance sheet, and AR aging by the 10th, with every account reconciled and nothing left in Uncategorized or Ask My Accountant
- Keep the books clean and ready for the CPA's quarterly review
- Own monthly invoicing for all recurring clients through Nickel, sent on the 1st of every month
- Issue one-time project invoices as new contracts are signed
- Track open invoices and send payment reminders on anything 15+ days past due
- Apply payments to the correct invoices
- Enter vendor bills, schedule payments, and keep vendor records current
- Pay vendors on time with zero late fees or penalties
- Collect contractor hours, rate changes, and new-hire details for each biweekly payroll cycle
- Submit and confirm payroll inputs before every ADP deadline
- Build and maintain written SOPs for recurring processes
- Use QBO bank rules, templates, and available tools to resolve routine issues independently
- Respond to client, vendor, and team questions within one business day
- Escalate only items requiring a decision, with research already done
Requirements:
- 3+ years of full-cycle bookkeeping for US small businesses
- Daily, hands-on experience in QuickBooks Online, including bank feeds, bank rules, and reconciliations
- Experience with invoicing, AR collections, and AP for a service business
- Familiarity with US payroll inputs (W-2 and 1099 workers) and a provider like ADP or Gusto
- Strong written English for client and vendor emails
- Proven attention to detail and a habit of documenting your work
- Preferred: Experience with Nickel or similar invoicing and payments platforms
- Preferred: Experience supporting a digital agency or professional services firm
- Preferred: Experience working alongside an outside CPA on quarterly reviews and year-end
- Preferred: QuickBooks Online ProAdvisor certification
- Preferred: Experience writing SOPs or process documentation
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