US Accounting & Payroll Specialist
About the Role: We are seeking an experienced and detail-oriented US Accounting & Payroll Specialist to manage full-cycle accounting and payroll operations for our IT staffing business. The ideal candidate will have strong experience handling invoicing, payroll processing, financial reporting, reconciliations, and compliance — with an understanding of the nuances of staffing industry operations. Key Responsibilities: US Accounting Services — Core Bookkeeping for IT Staffing: Client Invoicing & Revenue Tracking Collect and verify timesheets from consultants. Generate invoices based on billable hours, fixed contracts, or milestone-based agreements. Track time, billing rates, and revenue by consultant/project. Manage recurring and milestone invoicing schedules. Payroll Accounting Process payroll entries on a bi-weekly or monthly basis based on payroll reports. Track employee costs including health insurance, 401(k), retirement plans, paid time off, and benefits. Manage payroll tax calculations, monthly payroll reconciliations, and bank reporting. Accounts Receivable Management Monitor outstanding invoices and payment statuses. Conduct follow-ups and send reminders for collections. Accurately apply payments and manage deposit records. Accounts Payable Management Review and process vendor and contractor invoices. Monitor payment due dates and process timely disbursements. Handle reimbursements to consultants and employees. Bank and Credit Card Reconciliation Match banking transactions with internal accounting records. Identify and resolve discrepancies. Maintain accurate categorization of expenses. General Ledger Maintenance Maintain accurate and complete financial transaction records. Ensure proper categorization for job costing, project profitability, and departmental reporting. Chart of Accounts Management Customize accounts for revenue by client, department, or service line. Support financial reporting by maintaining clear account structures. Expense Tracking and Categorization Record business expenses including recruiter commissions, software, travel, and other operating costs. Differentiate and track direct (billable) vs. indirect costs. Compliance Support Prepare and file required reports for federal and state agencies. Assist with estimated tax calculations and timely payments. Reporting & Analysis Prepare monthly financial reports including: Balance Sheets Income Statements (Profit & Loss) Provide reporting to leadership for financial review. Year-End & Tax Support Prepare 1099 forms for independent contractors. Complete year-end closing of books for tax filing preparation. Qualifications: 5+ years of US Accounting & Payroll experience (IT Staffing industry strongly preferred). Strong understanding of payroll processing, tax calculations, and state/federal reporting. Experience with timesheet-based invoicing, collections, AR/AP processes. Proficient in QuickBooks (online version preferred); additional ERP or accounting systems a plus. Solid understanding of general ledger, chart of accounts, and financial reporting. Familiarity with multi-state payroll processing and tax registrations is highly preferred. High attention to detail and accuracy. Strong organizational, communication, and problem-solving skills. Preferred Experience: Prior experience supporting IT staffing companies, consulting firms, or services companies with billable consultants. Exposure to 1099 vs W2 compliance, independent contractor management, and related filings. Show more Show less
