Accounting Specialist

Accounting Specialist

• Position: Accounting Specialist
• Compensation:  $65,000
• Location:  Morristown, NJ - Hybrid

We are currently seeking a highly motivated and enthusiastic individual who is eager to learn and grow with us. The ideal candidate should possess a positive and proactive attitude and thrive in a collaborative environment focused on continuous improvement. We offer a consistent workflow, ample paid time off, and opportunities for career advancement.
This is a hybrid role that adheres to our current office policy, requiring three days in-office and two days remote. Note that our office policy is subject to change, and working days in the office are flexible to accommodate business and employee needs. There may be occasional overtime during peak periods such as month-end, quarter-end, and year-end. The full-time position is located in Morristown, NJ 07960, and will report to the Accounting Manager. Public transportation and parking are available.
Please note that since we work in the healthcare sector, some clients require us to have vaccinated staff who conduct business with and visit healthcare providers. For this reason, we require all prospective employees to be vaccinated, and proof of vaccination is mandatory for employment.

Accounting Specialist- Duties and Responsibilities:

Contract Management & Project Performance Review   

• Review project contracts to ensure budget and billing terms & fee structure are aligned and enter contract details in Deltek Vantagepoint
• Manage the full project cycle from conversion of prospect to billable project in Deltek Vantagepoint
• Enter project budgets and assist with entering the project plan in resource planning in Deltek Vantagepoint
• Collaborate with and support project managers to ensure project resource assignments, budgets, and work plans are accurate and up to date
• Review project performance monthly and provide insight and updates to PMs concerning receivables, consultants, subcontractors, vendors, and suppliers

Project Status Maintenance, Set up & Close Out

• Maintain project-related records, including contracts and change orders, purchase orders, and project budgets as they change through the project life cycle
• Ensure Organization / Project type and all project-related details are correct at the time of project initiation
• Ensure Client address and contact information are correct
• Follow the project close-out checklist and ensure project billing and receivables are all up to date
• Daily upkeep of project status Create project accounts in the accounting system

Project Monthly Billing

• Monitor AP mailbox for invoices
• Create and post invoices using the correct template
• Review and approve consultant invoices in the accounting system
• Monitor consultant ledger monthly to pay invoices
• Follow up on consultant lag billing, pending ASRs, cost reconciliations, and budget issues

Accounts Payable - Direct Expense Management (Consultants, reimbursable)

• Set up rates, billing fees, billing limits, labor, consultant reimbursable expenses
• Investigate all project expenses not billed

Month / Quarter & Year End Reporting, Entries, Analysis

• Run Monthly AR reports
• Provide AR trends update monthly
• Run Monthly & Quarterly Expense Detail Reports
• Review, reconcile, and approve Amex/Cash Expense Reports
• Assist with Yearend report preparation

Reconciliations

• Reconcile the Operating and Payroll Accounts monthly, identify stale dated items
• Reconcile absence requests (coordinate with HR)
• Reconcile weekly timesheet data for payroll data
• Quarterly reconciliation of general ledgers to sub-ledgers

Timeline Approval Management

• Review time sheets for work-related projects
• Send reminders for timesheet approval on Mondays
• PM timeline approval tracking/follow-up
• Review, adjust, and post timesheets

Additional Ad hoc Analysis as requested

Accounting Specialist - Required Skills/Abilities:

• Strong computer skills a must, intermediate in Excel and Word
• Well-organized and able to prioritize and self-manage workload
• Strong written and verbal communication skills
• Experience with project accounting in the professional services area
• Have a professional approach, maintain confidentiality, and demonstrate discretion with sensitive information

Education and Experience:

• Minimum college graduate with a Business/ accounting focus
• Minimum 3 years of experience, performing functions as outlined in the Job Description
• Prior industry experience or experience in small to mid-size firms is a plus
• Experience with Deltek Vision or Deltek Vantagepoint a plus