Overview
Accounting and Administrative Specialist Jobs in Rochester, NY at AP Professionals
Description
This temporary-to-hire opportunity is ideal for an accounting professional who enjoys detailed project tracking, organized documentation, and a role that touches multiple parts of the business. We are partnering with a client in the events and marketing services space to find an Accounting and Administrative Specialist who will support accounts payable, job costing, billing preparation, and general office functions. This position requires strong Excel skills, comfort with QuickBooks Online, and the ability to manage a high volume of paperwork with accuracy and follow-through in an on-site environment.
Benefits
- Benefits available upon hire include PTO, healthcare, dental, and 401(k) with company match based on eligibility requirements
- Medical and dental coverage available after the applicable waiting period, with employer contribution toward monthly premiums
- 401(k) eligibility after the required waiting period, with company match
- Paid time off and sick time based on accrual and company policy
- Potential bonus opportunity based on company performance and individual contribution
- Potential referral commission opportunity for new business introductions
Responsibilities
- Review, organize, and process vendor invoices for customer job files
- Retrieve shipping and freight invoices from carrier websites and enter related costs into QuickBooks Online
- Create and maintain Excel-based job costing worksheets for customer projects
- Enter project costs and vendor invoices into Excel and QuickBooks Online with accuracy
- Download, code, and reconcile corporate card activity to the appropriate general ledger accounts and customer jobs
- Research transaction details and resolve coding or documentation questions as needed
- Finalize individual job costing sheets and prepare billing support once approvals are received
- Maintain organized job folders, including invoices, purchase orders, drawings, shipping paperwork, and related records
- Support record retention by filing, boxing, and organizing completed job documentation
- Assist with print shop billing, purchasing, and inventory tracking once core responsibilities are established
- Provide backup support to the accounting function as needed
- Assist with job folder setup, promotional item preparation, and other office tasks as assigned
- Suggest practical process improvements to strengthen workflow, accuracy, and efficiency
Education
- Formal accounting, bookkeeping, or business training preferred
- Equivalent hands-on accounting or administrative experience will be considered
Experience
- Prior experience in accounting, accounts payable, administrative accounting, or job costing preferred
- Experience using QuickBooks Online required or strongly preferred
- Experience supporting project-based billing, work-in-process tracking, or expense tracking is helpful
- Experience working with detailed paper files and financial documentation preferred
Knowledge, Skills, Abilities, and Other Characteristics
- Advanced Microsoft Excel skills, including formulas and worksheet creation
- Proficiency with Microsoft Word and Outlook
- Working knowledge of Google Sheets or similar shared spreadsheet tools
- General accounting knowledge, including the difference between work-in-process and expense tracking
- Strong attention to detail and ability to meet task deadlines
- Strong organization and time management skills in a fast-paced environment
- Ability to establish routines, follow up on open questions, and work independently
- High level of confidentiality when handling financial or employee-related information
- Flexible, team-oriented approach with willingness to assist in different areas of the business
Pay: From $25.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
Work Location: In person
Title: Accounting and Administrative Specialist
Company: AP Professionals
Location: Rochester, NY
Category:
