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: Accounting Specialist III

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 contract invoicing, accounts payable and receivable, vendor management, 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:

Invoicing and Accounts Receivable (AR):

• Prepare and submit monthly and out-of-cycle invoices for government contracts using systems such as WAWF, Tungsten, GSA, and contractor-specific platforms.
• Review employee timesheets for accuracy and generate supporting invoice documentation such as financial spreadsheets.
• Communicate with customers regarding invoice discrepancies and payment issues.
• Enter and monitor AR in the accounting system; follow up with customers on outstanding balances and discrepancies.

Accounts Payable (AP) and Vendor Management:

• Process all AP transactions via ACH, check, or online platforms.
• Enter AP data into the accounting system as needed, serving as a backup to team members.
• Research and resolve billing issues with vendors; attend vendor meetings as required.
• Track and maintain vendor W-9 forms and insurance certificates.
• Perform audits of multiple bills for accuracy and properly code project costs.
• Assist with annual 1099 tax reporting.
• Coordinate with insurance companies and Contracting Department to obtain and update certificates of insurance.
• Review and match subcontractor and 1099 vendor invoices against corresponding contract terms to ensure accuracy and compliance. Update subcontractor reporting with current contract details and promptly identify and report any discrepancies or inconsistencies.

Procurement and Purchase Orders:

• Create and track purchase orders (POs) for equipment and supplies.
• Collaborate with vendors to resolve shipment and billing issues.
• Generate ODC documentation for inclusion in government invoicing.

Financial Reporting and Reconciliation:

• Enter cost estimates into the accounting system based on government contracts. Create all backup documentation for all contracts.
• Generate and review weekly cash flow reports to ensure accuracy of accounts receivable (AR) and accounts payable (AP) data. Serve as a backup to other team members in performing related financial tasks, as needed.
• Reconcile all bank accounts monthly and monitor daily transactions for accuracy.
• Assist with month-end, quarter-end, and year-end close processes, including journal entry reviews and report generation.
• Review profit and loss reports for accuracy and extract rate data as needed.

Compliance and Tax Support:

• Assist with state and federal tax matters, including coordination with payroll company and government agencies.
• Prepare and submit annual property tax documentation.
• Support internal and external audits by gathering documentation and assisting with compliance-related tasks.

Administrative Support:

• Maintain accurate and organized vendor document management systems, including scanning, filing, and tracking receipts and statements.
• Order and manage office and facility supplies and equipment.
• Prepare business correspondence and various documents.
• Provide general administrative support to the Accounting Department, including organizing and sending out mail, scanning, faxing, and occasional phone and receptionist backup duties.

Training and Collaboration:

• Collaborate cross-functionally with departments such as Human Resources, Contracting, Business Development, and Program Management.
• Train team members on assigned tasks, as needed and maintain updated user manuals and process documentation.

Other Duties:

• Handle sensitive and confidential information with discretion.
• Perform other duties as assigned by management or the Vice President of Accounting & Finance.

Other:

The Accounting Specialist III is a higher-level role within the Accounting Department and is expected to work standard business hours, with occasional evening or weekend work during peak 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- making authority, and accountability. The Accounting Specialist III is expected to manage a full 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 team members during absences and may temporarily support or step in for the Vice President of Accounting & Finance, as needed.

Additionally, the Accounting Specialist III is frequently assigned special projects and one-off tasks that require initiative, flexibility, and strong problem-solving skills.

The ideal candidate for the Accounting Specialist III role will possess a combination of technical expertise, professional judgment, and strong interpersonal skills. The following qualifications and attributes are essential for success in this position:

Core Competencies:

• Exceptional attention to detail and accuracy in all work.
• Strong verbal and written communication skills; able to communicate effectively across departments and with external stakeholders.
• Highly organized and able to manage multiple priorities and tasks in a fast-paced environment.
• Demonstrated ability to work independently with minimal supervision following the training period.
• Strong analytical and problem-solving skills; ability to think critically and offer creative solutions.
• Effective under pressure and able to meet deadlines consistently.
• Team-oriented mindset with a proactive, collaborative approach.
• Customer service-oriented; maintains a professional and positive demeanor in all interactions.
• Comfortable with ambiguity and able to adapt to changing priorities or requirements.

Professionalism & Ethics:

• Maintains a high degree of professionalism, discretion, and confidentiality.
• Demonstrates integrity, ethical behavior, and alignment with the company’s core values.
• Adheres strictly to company policies, procedures, and accounting best practices.

Technical Knowledge:

• Solid understanding of fundamental accounting principles and fiscal recordkeeping practices, including:
  1. Accounts payable (AP) and accounts receivable (AR)
  2. Payroll processing
  3. Invoicing and billing
  4. Credit management and bank reconciliations
  5. Fixed assets
  6. Support for financial audits
• Knowledge of applicable laws, regulations, and generally accepted accounting principles (GAAP).
• Experience with Cost-Plus Accounting, including classification and tracking of direct, indirect, overhead, and general & administrative (G&A) costs.

Additional Requirements:

• Ability to perform a variety of general office support functions.
• Capable of working within a well-defined framework and following established policies and procedures.
• Must possess a valid driver’s license and have reliable transportation.

Education/Experience:

Required:

• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field.
• Minimum of five (5) years of hands-on accounting or bookkeeping experience in a professional setting.
• Proficiency in QuickBooks Desktop with at least 5 years of experience is required.
• Advanced proficiency in Microsoft Excel, including the use of formulas, pivot tables, VLOOKUPs, and data analysis tools.
• Strong skills in Microsoft Office Suite, including Outlook, Word, PowerPoint, and Adobe Acrobat.

Preferred / Highly Desirable:

• Experience working with DCAA-approved accounting systems and familiarity with cost- plus and project-based accounting.
• Previous use of government systems and software such as WAWF, Tungsten, GSA, SAM, and Deltek.
• Understanding of government travel policies and procedures.
• Experience with ADP Workforce Now.