Accounting Specialist

Reports To: Financial Controller

Location: Philomath, Oregon (Onsite)

Company Overview

Active911 is a fast-growing SaaS company dedicated to helping heroes save lives by providing innovative software that empowers over 500,000 first responders worldwide. Our emergency notification, routing, and communication tools enable firefighters, EMTs, law enforcement, and others to respond faster and make informed decisions in critical moments. Based in Philomath, Oregon, our team is continually pushing public safety technology forward, fueled by a collaborative, mission-driven culture. Join us to make a real impact in a lean tech company where your work directly supports first responders and their communities.

Job Summary

As an Accounting Specialist at Active911, you'll support the day-to-day accounts payable, banking, payroll, and month-end close processes that keep the finance function running smoothly. You will process incoming payments, categorize transactions, run payroll, support customers with billing questions escalated from our support team, and take on a growing role in month-end close as your skills develop. This role focuses on executing established finance processes accurately and reliably, with judgment calls and exceptions escalated as needed. You'll also support IT equipment logistics for the team and help create a workplace people enjoy coming into. Whether you're preparing a bank reconciliation or coordinating a team lunch, your attention to detail and reliability keep our finance operations and office running smoothly.

Responsibilities

Accounts Payable & Corporate Card Administration: Process bill payments for approval in Bill.com. Track and upload receipts for company vendor cards, review and assist in approving transactions for other departments, ensure accurate categorization and classification of all card transactions.

Customer Check and ACH Reconciliation Support: Support the incoming customer payment reconciliation process, matching incoming check and ACH payments to invoices and customer accounts.

Payroll Processing: Prepare payroll for manager approval in internal HRIS system, tracking applicable benefits, bonus payouts, and other pay items as needed.

Month-End Close Support: Prepare bank and credit card statement reconciliations for review, and take on additional month-end close tasks as assigned with growing proficiency.

Customer Billing Support: Respond timely to finance-related billing inquiries such as purchase order requests, vendor registration forms, refund requests, or other related topics escalated from Support. Meet defined SLAs for the Finance Department with minimal breaches.

Shipment Processing: Package, label, and ship customer hardware orders daily.

IT Equipment & Support: Maintain accurate inventory and assignment records for employee IT equipment (laptops, monitors, peripherals), coordinate setup and reassignment for new hires and departures, and provide first-line troubleshooting support for office printers and related equipment.

Office & Employee Experience: Play a key role in our office culture by coordinating weekly team meals, planning small celebrations for milestones and promotions, and keeping shared spaces stocked and inviting for the team.

Qualifications

Education: Associate level degree in Business Administration, Accounting Technology, or other similar fields. Equivalent work experience accepted.

Experience:

• 2-4 years of bookkeeping, AP, or accounting support experience

Skills

• Working knowledge of QuickBooks Online (or comparable accounting software)
• Basic understanding of GAAP and accrual basis of accounting
• Proficiency in Excel (formulas, pivot tables, VLOOKUP/XLOOKUP)
• Experience coding transactions to a chart of accounts
• Comfortable with high-volume, transaction-level detail work, with strong attention to detail across all tasks
• Strong follow-through and reliability on recurring deadlines
• Clear, professional written communication for customer and vendor interactions

Preferred Qualifications:

• Experience with Bill.com, Divvy/corporate card platforms, or payroll/HRIS platforms (e.g., ADP)
• Experience reconciling multiple bank or credit card accounts
• Exposure to month-end close procedures
• Experience handling customer billing inquiries or accounts receivable support
• Basic troubleshooting for office hardware (printers, monitors, peripherals) and network issues (Wi-Fi connectivity, printer network setup)
• Familiarity with Microsoft 365 (Outlook, Teams, SharePoint) at a basic admin level
• General comfort with IT inventory/asset tracking tools

Physical and Other Requirements:

• Ability to sit or stand for extended periods.
• Comfortable working in an office setting.
• Ability to lift and carry packages as part of daily shipment processing

Benefits

Salary Range: $25.00 - $32.00 per hour

Employment Type: Full-time

Status: Non-Exempt

At Active911, we take pride in offering a comprehensive benefits package that supports the well-being and success of our team. We provide full medical, dental, and vision insurance for employees, with family coverage available with 50% company paid. Our generous vacation and sick leave policies ensure you have the time you need for rest, recovery, and personal matters. We offer flexible work hours and allow up to 20% remote work, including extended remote work options for travel or other needs with manager approval. To support your financial future, we contribute 3% to your 401(k) retirement plan. We also offer unique programs like our Gym Membership Reimbursement, a Volunteer First Responder Bonus, and a $5,000 First-Time Homebuyer Down Payment Assistance Program, because we believe in investing in every aspect of your life.

Active911 is an equal opportunity, at-will employer, and complies with the Americans with Disabilities Act.