Accounting Specialist

Title: Accounting Specialist

Standard Hours: 40

Primary Location: San Antonio / Home Office

Reports to: COO Division, Director of Accounting

Job Description:

The Accounting Specialist is responsible for executing key accounting processes that support the financial operations of Student Choice, including student funding, cash reconciliations, payment processing, accounts receivable, billing, accounts payable, and employee expense reimbursements. Reporting directly to the Accounting Director, this role helps ensure accurate recordkeeping, financial reporting, and adherence to accounting policies and procedures. The Accounting Specialist serves as a collaborative partner to department leaders, supporting efficient operations and ensuring the timely and accurate processing of financial transactions in accordance with organizational standards and internal controls.

Primary Responsibilities:

Payment Processing & Cash Activities

• Post all prior day transactions from the bank account to the general ledger, validating each with supporting documentation.
• Monitor daily cash balances and informs the Director of Accounting when balances are running low.

• Prepare daily cash balancing and account reconciliation.

Student Funding

• Process all student funding related files daily by the deadline for credit union debits, school payment credits, refunds & returns, for all products including line of credit and refinance loans.
• Process all new vendor & customer setups, ensuring all required documentation is accurate, complete, and properly recorded.
• Ensure all data imports and supporting documentation are received, verified, and accurate.
• Research and resolve funding discrepancies, rejected and/or returned transactions, and balancing exceptions in a timely manner.
• Effectively communicates with School Support on any errors or omissions.
• Submits transactions for approval to the Director of Accounting or delegate.
• Properly maintains processed files.

Accounts Receivable/Client Billing

• Review and validate all billing files received for processing.
• Prep each file and make ready for importing into the Internal Billing Database (IBD).
• Import files into the IBD and balance to system reports.
• Send invoices to clients by the 15th of the month
• Prepare client billing accrual entries
• Perform monthly reconciliation between the billing system, supporting source documents, and the general ledger.
• Ensure the Internal Billing Database (IBD) is accurately maintained and updated with relevant monthly data.
• Assist with sales tax compliance and return filings.
• Handle accounts receivable activities, including invoice collection, delinquency monitoring, and client outreach efforts.
• Maintain the collection of client accounting documentation, including W9’s, ACH forms, sales tax documentation.
• Ensure client information is accurately maintained within the CRM (ZOHO) system.

Accounts Payable

• Ensure the timely and accurate processing of vendor invoices verifying appropriate approvals and coding.
• Review significant vendor invoices and payment activity for accuracy and reasonableness.
• Maintain compliance with local, state, and federal tax requirements, including sales tax and 1099 filings.

Employee Expense

• Ensure the timely and accurate processing of employee expense report reimbursements.
• Process routine monthly reimbursements.
• Review all reimbursement expenses for policy compliance, reasonableness, and proper accounting classification.
• Handle Concur administration and employee training including onboarding and ongoing support.

Other

• Assist with the monthly preparation of financial statements in accordance with GAAP.

• Review and approve journal entries, account reconciliations, and supporting schedules.
• Maintain compliance with established internal controls and segregation-of-duty requirements, escalating exceptions and unusual transactions to management.
• Assist with the annual external financial audit as needed.
• Ensure accuracy, completeness, and integrity of financial records across all systems.
• Obtain, process, and maintain all supporting documentation for transactions in the Sage accounting system and related financial applications. This includes all new vendor & customer setups, ACH forms for client billing, student funding, vendor payments, and employee reimbursements, W9’s, contract exhibit A’s and any relevant approval emails.
• Update the historical portfolio balances and portfolio summary reports monthly.
• Assist with monthly and annual close processes as needed.
• Perform other duties and special projects as assigned.

Requirements:

• Bachelor’s degree in Accounting, Finance, or related field; equivalent experience may be considered in lieu of degree requirements.
• 2-3 years of progressive accounting experience.
• Knowledge of GAAP and financial statement preparation preferred.
• Proficiency in Microsoft Excel.
• Experience with accounting systems, ERP platforms, and financial reporting tools; experience with Sage Intacct preferred.
• Strong analytical, organization, and critical thinking skills.
• Experience working both independently and in a collaborative environment.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Excellent written and oral communication skills.
• Meticulous organizational skills.

Work Conditions:

• Sitting for extended periods of time.
• Dexterity of hands and fingers to operate a computer keyboard, mouse, and other devices.
• Physically able to participate in training sessions, presentations, and meetings.
• Some travel is required for the purpose of meeting with management, employees, and occasional credit union client meetings.

EEO/AA