Accounting Specialist III

BEAT is seeking a full-time Accounting Specialist III for the Accounting Department. This position reports directly to the VP of Accounting and Finance and will join a growing team of accounting professionals.

Job Title:AccountingSpecialistIII

Location: San Antonio, TX

Education: Bachelor’s degree in Accounting, Finance, Business, or a related field.

We are seeking a detail-oriented and highly organized Accounting Specialist III to support a variety of financial operations across multiple affiliated companies. As an IT government contracting organization, we require a candidate who can effectively manage government contractinvoicing,accountspayableandreceivable,vendormanagement,reconciliations,and financial reporting—all while ensuring strict adherence to DCAA compliance and federal contracting regulations. The Accounting Specialist III plays a critical role in maintaining the accuracy, efficiency, and regulatory compliance of our financial systems and processes, collaborating closely with internal teams across departments to ensure smooth and effective operations.

Job Responsibilities:


InvoicingandAccountsReceivable(AR):

• Prepareandsubmitmonthlyandout-of-cycleinvoicesforgovernmentcontractsusing systems such as WAWF, Tungsten, GSA, and contractor-specific platforms.
• Reviewemployeetimesheetsforaccuracyandgeneratesupportinginvoice documentation such as financial spreadsheets.
• Communicatewithcustomersregardinginvoicediscrepanciesandpaymentissues.
• EnterandmonitorARintheaccountingsystem;followupwithcustomersonoutstanding balances and discrepancies.

AccountsPayable(AP)andVendorManagement:

• ProcessallAPtransactionsviaACH,check,oronlineplatforms.
• EnterAPdataintotheaccountingsystemasneeded,servingasabackuptoteammembers.
• Researchandresolvebillingissueswithvendors;attendvendormeetingsasrequired.
• TrackandmaintainvendorW-9formsandinsurancecertificates.
• Performauditsofmultiplebillsforaccuracyandproperlycodeprojectcosts.
• Assistwithannual1099taxreporting.
• Coordinate with insurance companies and Contracting Department to obtain and update certificates of insurance.
• Reviewandmatchsubcontractorand1099vendorinvoicesagainstcorrespondingcontract terms to ensure accuracy and compliance. Update subcontractor reporting with current contract details and promptly identify and report any discrepancies or inconsistencies.

ProcurementandPurchaseOrders:

• Createandtrackpurchaseorders (POs)forequipmentandsupplies.
• Collaboratewithvendorstoresolveshipmentandbillingissues.
• GenerateODCdocumentationforinclusioningovernmentinvoicing.

FinancialReportingand Reconciliation:

• Entercostestimatesintotheaccountingsystembasedongovernmentcontracts.Createall backup documentation for all contracts.
• Generateandreviewweeklycashflowreportstoensureaccuracyofaccountsreceivable (AR) and accounts payable (AP) data. Serve as a backup to other team members in performing related financial tasks, as needed.
• Reconcileallbankaccountsmonthlyandmonitordailytransactionsfor accuracy.
• Assistwithmonth-end,quarter-end,andyear-endcloseprocesses,includingjournalentry reviews and report generation.
• Reviewprofitandlossreportsforaccuracyandextractratedataasneeded.

ComplianceandTaxSupport:

• Assistwithstateandfederaltaxmatters,includingcoordinationwithpayrollcompany and government agencies.
• Prepareandsubmitannualpropertytaxdocumentation.
• Supportinternalandexternalauditsbygatheringdocumentationandassistingwith compliance-related tasks.

AdministrativeSupport:

• Maintainaccurateandorganizedvendordocumentmanagementsystems,including scanning, filing, and tracking receipts and statements.
• Orderandmanageoffice andfacilitysuppliesandequipment.
• Preparebusinesscorrespondenceandvariousdocuments.
• Provide general administrative support to the Accounting Department, including organizingandsendingoutmail,scanning,faxing,andoccasionalphoneandreceptionist backup duties.

TrainingandCollaboration:

• Collaboratecross-functionallywithdepartmentssuchasHumanResources,Contracting, Business Development, and Program Management.
• Trainteammembersonassignedtasks,asneededandmaintainupdatedusermanualsand process documentation.

OtherDuties:

• Handlesensitiveand confidentialinformationwithdiscretion.
• PerformotherdutiesasassignedbymanagementortheVicePresidentofAccounting& Finance.

Other:

The Accounting Specialist III is a higher-level role within the Accounting Department and is expectedtoworkstandardbusinesshours,withoccasionaleveningorweekendworkduringpeak periods or special projects. The position requires sustained focus and attention to detail, often under conditions of frequent interruptions and shifting priorities.

This advanced-level position is distinguished by its high degree of independence, decision- makingauthority,andaccountability.TheAccountingSpecialistIIIisexpectedtomanageafull range of responsibilities with minimal supervision, drawing on prior experience and sound judgment to resolve issues. The incumbent should be comfortable proactively reaching out to employees, vendors, and customers to troubleshoot and resolve problems.

While support from a supervisor is available for particularly complex or unfamiliar situations, the Accounting Specialist III typically functions with a high level of autonomy and is fully familiar with departmental procedures and policies. This role often serves as a backup for other teammembersduringabsencesandmaytemporarilysupportorstepinfortheVicePresidentof Accounting & Finance, as needed.

Additionally,theAccountingSpecialistIIIisfrequentlyassignedspecialprojectsandone-off tasks that require initiative, flexibility, and strong problem-solving skills.

TheidealcandidatefortheAccountingSpecialistIIIrolewillpossessacombinationoftechnical expertise, professional judgment, and strong interpersonal skills. The following qualifications and attributes are essential for success in this position:

CoreCompetencies:

• Exceptionalattentiontodetailandaccuracyinallwork.
• Strongverbalandwrittencommunicationskills;abletocommunicateeffectivelyacross departments and with external stakeholders.
• Highlyorganizedandabletomanagemultipleprioritiesandtasksinafast-paced environment.
• Demonstratedabilitytoworkindependentlywithminimalsupervisionfollowingthe training period.
• Stronganalyticalandproblem-solvingskills;abilitytothinkcriticallyandoffercreative solutions.
• Effectiveunderpressure andabletomeetdeadlinesconsistently.
• Team-orientedmindsetwithaproactive,collaborativeapproach.
• Customerservice-oriented;maintainsaprofessionalandpositivedemeanorinall interactions.
• Comfortablewithambiguityandabletoadaptto changingprioritiesorrequirements.

Professionalism&Ethics:

• Maintainsahighdegreeofprofessionalism,discretion,andconfidentiality.
• Demonstratesintegrity,ethicalbehavior,andalignmentwiththecompany’s corevalues.
• Adheresstrictlytocompanypolicies,procedures, andaccountingbestpractices.

TechnicalKnowledge:

• Solidunderstandingoffundamentalaccountingprinciplesandfiscalrecordkeeping practices, including:
• Accountspayable(AP)andaccountsreceivable(AR)
• Payrollprocessing
• Invoicingandbilling
• Creditmanagementandbankreconciliations
• Fixedassets
• Supportforfinancial audits
• Knowledgeofapplicablelaws,regulations,andgenerallyacceptedaccountingprinciples (GAAP).
• ExperiencewithCost-PlusAccounting,includingclassificationandtrackingofdirect, indirect, overhead, and general & administrative (G&A) costs.

AdditionalRequirements:

• Abilitytoperformavarietyofgeneralofficesupport functions.
• Capableofworkingwithinawell-definedframeworkandfollowingestablishedpolicies and procedures.
• Mustpossessavaliddriver’slicenseandhavereliabletransportation.

Education/Experience:


Required:

• Bachelor’sdegreeinAccounting,Finance,BusinessAdministration,orarelatedfield.
• Minimumoffive(5)yearsofhands-onaccountingorbookkeepingexperienceina professional setting.
• ProficiencyinQuickBooksDesktopwithatleast5yearsofexperienceisrequired.
• AdvancedproficiencyinMicrosoftExcel,includingtheuseofformulas,pivottables, VLOOKUPs, and data analysis tools.
• StrongskillsinMicrosoftOfficeSuite,includingOutlook,Word,PowerPoint,andAdobe Acrobat.

Preferred/HighlyDesirable:

• ExperienceworkingwithDCAA-approvedaccountingsystemsandfamiliaritywithcost- plus and project-based accounting.
• PrevioususeofgovernmentsystemsandsoftwaresuchasWAWF,Tungsten,GSA, SAM, and Deltek.
• Understandingofgovernmenttravelpoliciesandprocedures.
• Experience with ADP Workforce Now.