JOB SUMMARY
The ACCOUNTING SPECIALIST I provides foundational support to the Customer Excellence Manager by performing structured, routine accounting tasks under close supervision. Primary responsibilities include basic invoice entry, document filing, and assisting with vendor correspondence. This entry-level role is focused on learning established processes, developing accuracy, and building familiarity with construction management accounting workflows. The Accounting Specialist I follows defined procedures and escalates issues as needed.
JOB DUTIES AND RESPONSIBILITIES:
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INVOICE PROCESSING: Review and enter invoices into the accounting system under supervision, ensuring data accuracy and proper expense code assignment. Verify that invoices align with the company’s chart of accounts and cost centers. Flag discrepancies or incomplete documentation to the Customer Excellence Manager for resolution. Follow established procedures for obtaining approvals and tracking outstanding items.
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RECONCILIATION SUPPORT: Assist with matching invoices to purchase orders and delivery receipts. Document discrepancies and escalate to appropriate team members. Support the preparation of basic reports related to invoice status and payment tracking.
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VENDOR COMMUNICATION: Respond to routine vendor inquiries related to invoice status and payment timelines using established communication templates and procedures. Escalate complex vendor issues or disputes to the Customer Excellence Manager. Maintain professional and timely correspondence to support positive vendor relationships.
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RECORD KEEPING AND COMPLIANCE: Maintain organized and up-to-date filing of invoices, receipts, and financial documentation in the electronic document management system. Follow company policies and compliance standards for document retention and accessibility. Assist in preparing records for internal audits as directed.
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CONTINUOUS IMPROVEMENT AND COLLABORATION: Participate in team meetings and training sessions to develop accounting knowledge and skills. Identify and communicate routine process inefficiencies. Support the team by completing assigned tasks accurately and on time.
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PERFORMS OTHER ESSENTIAL DUTIES AS ASSIGNED.
EQUIPMENT OPERATED:
Accounting software and electronic document management system.
General office equipment (fax machine, copier, desk phone, scanner)
KNOWLEDGE, SKILLS AND ABILITIES:
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Knowledge of basic accounting payable procedures, including invoice review, data entry, and expense code assignment, sufficient to perform structured invoice processing tasks with guidance.
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Knowledge of fundamental reconciliation concepts, including matching invoices to purchase orders and delivery receipts, and recognizing when discrepancies need to be escalated.
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Knowledge of document retention practices and basic compliance requires for financial recordkeeping, including organized filing in an electronic document management system.
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Knowledge of general accounting principles, business ethics, and financial confidentiality practices.
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Ability to follow established invoice processing procedures and structured workflows accurately and consistently under close supervision.
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Ability to identify and escalate invoice discrepancies, missing documentation, or reconciliation issues to the Director of Project Administration in a timely manner.
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Ability to manage time and prioritize assigned tasks to meet processing deadlines within a defined scope of responsibilities.
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Ability to maintain confidentiality and handle sensitive financial and vendor information with discretion.
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Ability to receive feedback, follow direction, and demonstrate a growth mindset in developing accounting knowledge and professional skills.
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Skilled in accurate data entry into accounting software, with attention to detail in coding invoices to the correct cost centers and chart of accounts.
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Skilled in basic use of Microsoft Excel for organizing and reviewing invoice data, and Microsoft Outlook for professional vendor and internal correspondence.
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Skilled in maintaining well-organized digital and physical filing systems to support audit readiness and document accessibility.
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Skilled in written and verbal communication to covey routine information to vendors and internal stakeholders clearly and professionally.
MINIMUM QUALIFICATIONS:
High School diploma or equivalent
One (1) to two (2) years of experience in accounts payable or invoice processing.
PREFERRED QUALIFICATIONS:
Associate or Bachelor’s Degree in Accounting, Finance, or related field.
Exposure to construction or project-based environments is a plus
SPECIAL QUALIFICATIONS:
Must be AGILE. The ability to hold yourself and others Accountable, have a personal Growth mindset, ability to act with Integrity, ability to demonstrate Leadership attributes to motivate and support coworkers, and practice Everyday Improvement.
WORK CONDITIONS:
Works in a heated and cooled office environment.
Prolonged periods of sitting at a desk and working on a computer.
The above describes the general content and requirements for this job. It is not intended to be an all- inclusive list of duties, responsibilities, or requirements.
