The Staff Accountant/Billing Specialist role will focus on the accounts receivable and accounts payable processes. The ideal candidate is someone with a strong background (3+ years) in AR/AP functions for a mid-sized company using Deltek Vision or Vantagepoint. This individual will drive the full cycle for the accounts receivable and accounts payable functions and is expected to be highly organized, detail-oriented, and have a keen interest in process improvement.

Typical Job Tasks:

ACCOUNTS RECEIVABLE/CLIENT INVOICING

• Compile and process a high volume of client invoices monthly
• Establish a regular routine for preparing invoices and submitting to project managers for review and approval
• Proactively determine projects that include reimbursable client billings and understand individual client requirements for such billings
• Ensure all invoices are posted into the accounting system when submitted to clients
• Confirm all required supporting documentation is included in client billings
• Work with Project Managers to assist with billing needs and ensure complete and timely billing monthly
• Submit client billing through various methods (e.g. email to client project leads, billing portals, etc.)
• Daily recording of client deposits and posting to the accounting system (Deltek Vision/Vantagepoint)
• Respond to client’s inquiries on allocation of payments and open balances as needed

ACCOUNTS PAYABLE

• Receive, code, and post accounts payable for both vendor and subcontractor invoices into Deltek Vision/Vantagepoint
• Process subcontractor invoices weekly (or as needed) – comparing payments invoiced against payment received for Pay-when-paid subcontractors
• Employee Expense reports – review and process expense reports to verify accuracy and inclusion of required receipts, adhere to Company policies, and that they are charged to the correct project
• Corporate credit card – receive, upload, and code credit card receipts, reconciling to monthly statement, and posting to Deltek Vision/Vantagepoint
• Confirm that expenditures are allocated to the correct projects
• Manage the annual preparation and maintenance of IRS FORMS 1099
• Ensure all new subcontractors complete Form W9 for year-end 1099 processing
• Respond to inquiries regarding status of payments

PROJECT SETUP AND MAINTENANCE

• Ensure Projects are set-up in the accounting system in accordance with the client contract in a timely manner reviewing contract for relevant billing provisions
• Maintain project-related records, including contracts, change orders, and other project related documents
• Review inactive projects or projects without activity for an extended period and if WIP and A/R balances are clear, complete or close-out as appropriate

OTHER

• Manage shared email accounts including accounting and accounts payable
• Identify areas of process improvement and streamlining and work with a team to implement change

Qualifications:

• 3-5 years AP/AR experience
• Associate degree or higher – Accounting or Finance
• Prior experience with professional services company or company working with project accounting
• Deltek Vision or Vantagepoint experience
• Mid to Advanced Excel skills
• Ability to work independently, take initiative, set priorities, and see projects through to completion