Accounting Operations Specialist

Position Overview

We are seeking a detail-oriented and highly organized Accounting Operations Specialist to support daily financial operations and customer account management. This role is critical to maintaining accurate financial records, ensuring smooth billing processes, and supporting overall business operations. Position is full-time but may consider part-time for the right candidate.

The ideal candidate is proactive, dependable, and comfortable handling a high volume of transactions and customer accounts with accuracy and professionalism.

This role reports to the Owner and works closely with management and customer service teams.

Key Responsibilities

Daily Financial Operations

• Monitor and maintain Shopify to QuickBooks Online (QBO) synchronization
• Categorize and code all transactions accurately within QBO
• Perform daily data entry and transaction recording
• Verify transactions against physical receipts to identify discrepancies (voids, corrections, incorrect charges, etc.)
• Reconcile credit card processor deposits with individual invoices, including merchant fee adjustments
• Process physical checks and apply payments to open invoices
• Manage cash receipts, verify against daily totals, and prepare weekly bank deposits
• Enter vendor bills from mail and email into QBO
• Process bill payments via check and ACH
• Assist with payroll processing, including timesheets, payroll submission, and tax deposit verification

Customer Charge Account Management (100 Active Accounts)

• Generate and review customer statements twice monthly
• Verify invoices against receipts prior to statement distribution
• Respond to customer billing inquiries and resolve discrepancies
• Perform collections activities, including follow-up on past-due accounts and collection calls
• Manage accounts with special billing requirements (PO numbers, equipment tracking, multi-entity accounts)
• Resolve billing errors between similarly named companies
• Investigate missing or unsigned receipts, including reviewing camera footage when necessary
• Process new customer credit applications
• Handle out of country payments and assist with credit card chargeback resolution

Periodic / Monthly Responsibilities

• Perform month-end account reconciliations
• Assist with sales tax reporting and compliance
• Coordinate payroll tax filings (federal and state)
• Collect vendor W-9 forms and assist with year-end 1099 preparation

Qualifications

• Previous experience in bookkeeping, accounting, or administrative support
• Strong knowledge of QuickBooks Online (QBO) required
• Experience with e-commerce platforms (Shopify preferred) is a plus
• High attention to detail and accuracy
• Strong organizational and time management skills
• Ability to handle confidential financial information
• Excellent communication and customer service skills
• Proficiency in Microsoft Office (Excel, Outlook, etc.)

Preferred Traits

• Self-starter who can work independently
• Problem-solver with a proactive mindset
• Comfortable managing high transaction volume
• Willingness to dig into discrepancies and find answers

What Success Looks Like

• Accurate daily transaction processing with minimal corrections
• Timely and accurate customer statements
• Reduced billing discrepancies and improved collections
• Clean, reconcilable month-end close

Compensation & Benefits

• Competitive pay based on experience
• Flexible scheduling options
• Opportunity to grow with a fast-paced business

How to Apply

Please submit your resume and a brief summary of your experience to linda.sandberg@windomwash.com. We are looking for someone who takes pride in accuracy, organization, and keeping operations running smoothly.

We are an equal opportunity employer and consider all qualified applicants without regard to race, color, religion, sex, national origin, age, disability, or any other protected status. Job duties may evolve based on business needs.

Pay: $22.00 - $26.00 per hour

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Paid sick time
• Paid time off
• Vision insurance

Experience:

• Accounting: 2 years (Preferred)

Work Location: In person

Salary : $22 - $26