Accounting and Office Associate

Accounting & Office Administration Specialist

Compensation Benchmark: $55,000 – $65,000 annually

Employment Type: Full-Time, Salaried | On-Site

Position Overview

We are seeking a detail-oriented and proactive Accounting & Office Administration Specialist to assume full ownership of core accounting functions while supporting day-to-day office operations. This role is central to maintaining accurate financial records and ensuring smooth administrative processes across the organization.

The position oversees Accounts Payable, Accounts Receivable, banking activity, reconciliations, expense reimbursements, general ledger entries, and preparation of financial reporting, including data for monthly P&L statements, Board materials, and audits. In addition to accounting responsibilities, this role supports office management and select human resources administrative activities.

Work Environment & Benefits

• On-site position, five days per week, in a modern and secure office setting
• Core working hours: 8:00 a.m. – 4:00 p.m.
• Competitive salary with a bonus program tied to team performance
• Generous employer contributions to health and wellness insurance plans
• 403(b) retirement plan with company match
• Exceptional paid time off program
• Supportive, team-oriented workplace culture

Key Responsibilities

• Accounts Payable (A/P):
• Process vendor invoices, credit card statements, and employee expense reports
• Verify accuracy, coding, and approval prior to payment
• Prepare vendor payments and maintain professional vendor relationships
• Accounts Receivable (A/R):
• Prepare and distribute customer invoices
• Track incoming payments, follow up on outstanding balances, and maintain aging reports
• Apply payments and resolve discrepancies
• Banking & Reconciliation:
• Perform monthly bank reconciliations
• Prepare and track deposits
• Monitor cash flow and resolve banking discrepancies
• General Ledger, Budgeting & Reporting:
• Maintain accurate general ledger records through journal entries
• Prepare monthly close schedules, P&L statements, and Board reports
• Generate financial reports as requested by leadership
• Compliance & Audit Support:
• Coordinate year-end close and financial audits
• Ensure all monthly, quarterly, and annual filings are completed accurately and on time
• Maintain compliance with applicable accounting, regulatory, and reporting standards

Human Resources & Office Administration

• Support HR administrative functions, including:
• New hire onboarding and background checks
• Leave tracking and employee file maintenance
• Benefits administration support, including renewals and open enrollment
• Oversee general office operations, including:
• Office supplies and equipment coordination
• Meeting scheduling and visitor support
• Office correspondence, food orders, and internal events
• Support for company-hosted and off-site organizational events

Qualifications

• 2–5 years of hands-on experience in accounting functions, including A/P, A/R, general ledger maintenance, budgeting, reporting, and audit support
• Experience with payroll processing, PTO reconciliation, and quarterly/year-end tax filings is preferred
• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field strongly preferred

Technical Skills:

• HR/Payroll systems (ADP or Paylocity preferred)
• Accounting software experience (QuickBooks preferred)
• Microsoft Office proficiency, including Outlook, Word, and Intermediate to Advanced Excel
• Exceptional attention to detail and accuracy
• Strong organizational, communication, and interpersonal skills
• Ability to work effectively in a fast-paced, team-oriented office environment

Physical & Work Requirements

• Office-based role located in Hadley, MA on the second floor of an office building
• Elevator access and ample free parking available
• Work is primarily sedentary with extensive computer use
• Reliable transportation required for daily on-site attendance (Monday–Friday, 8:00 a.m. – 4:00 p.m.) and occasional off-site organizational events