Accounting & Office Administration Specialist
Job Description
The Accounting & Office Administration Specialist will take ownership of day-to-day financial processes while providing comprehensive support for office operations and human resources activities. This full-time, salaried role manages accounts payable and receivable, bank deposits and reconciliations, general ledger maintenance, financial reporting, audit support, HR administration, and office management. The position operates in a collaborative, team-oriented environment and offers the opportunity to grow accounting knowledge and responsibilities within a very fast-growing organization.
Responsibilities
Process accounts payable, including vendor invoices, employee expense reports, and credit card reconciliations in a timely and accurate manner.
Manage accounts receivable by preparing and issuing invoices, monitoring aging reports, following up on outstanding balances, and applying payments correctly.
Perform daily and weekly bank deposits and complete monthly bank reconciliations to ensure accuracy of cash balances.
Monitor cash flow regularly, identify discrepancies, and work with banking partners or internal stakeholders to resolve issues.
Maintain accurate general ledger records, including preparing and posting journal entries and ensuring proper coding of transactions.
Assist with month-end close activities, including reconciliations, accruals, and preparation of supporting schedules.
Prepare financial reports, including profit and loss statements and other internal reporting packages for leadership and board review.
Support annual financial audits and year-end close processes by preparing documentation, responding to auditor requests, and ensuring compliance with reporting requirements.
Ensure compliance with monthly, quarterly, and annual financial and regulatory reporting requirements.
Support HR onboarding activities by coordinating background checks, creating and maintaining employee files, and ensuring documentation is complete and accurate.
Assist with leaves of absence and benefits administration, including tracking, documentation, and communication with employees.
Support health insurance renewals and open enrollment activities by coordinating materials, collecting employee elections, and updating records.
Coordinate office supplies and equipment needs, including ordering, inventory management, and vendor communication.
Organize and support visitors, correspondence, meetings, and events, including scheduling, logistics, and food orders when needed.
Maintain smooth day-to-day office operations by addressing administrative needs, troubleshooting issues, and supporting team members.
Provide general administrative support, including data entry, reporting, and document management related to accounting and HR.
Collaborate with leadership to identify and implement process improvements in accounting, HR, and office administration workflows.
Essential Skills
2-5 years of experience in accounting functions, including accounts payable, accounts receivable, general ledger, reconciliations, reporting, and audit preparation.
Hands-on experience with full-cycle accounting operations, including AP, AR, bank reconciliations, journal entries, and month-end close.
Experience with payroll processing, PTO reconciliation, and tax filings (preferred).
Bachelor's degree in Accounting, Finance, Business Administration, or a related field (preferred).
Experience using QuickBooks or similar accounting software (preferred).
Experience using ADP, Paylocity, or similar HRIS/payroll systems (preferred).
Intermediate to advanced Microsoft Excel skills, including spreadsheets, formulas, and reporting.
Strong data entry accuracy and attention to detail in financial and HR records.
Demonstrated ability to prepare financial statements and reporting packages.
Proficiency in general accounting and bookkeeping principles.
Strong communication and interpersonal skills, with the ability to interact professionally in a fast-paced office environment.
Ability to manage multiple responsibilities across accounting, HR support, and office administration.
Continuous improvement mindset with the ability to identify and implement process improvements.
Additional Skills & Qualifications
Experience supporting financial audits and compliance reporting.
Familiarity with month-end reporting and board reporting packages.
Experience with benefits administration and open enrollment support.
background in office management, including scheduling, supplies, events, and vendor coordination.
Ability to maintain organized employee files and HR documentation.
Strong organizational skills and ability to prioritize tasks in a dynamic environment.
Professional written and verbal communication skills for internal and external stakeholders.
Comfort working with multiple systems, including accounting software, HRIS/payroll platforms, and Microsoft Office applications.
Apply Today
For qualified candidates ONLY Please use this link to schedule an employment screen for this opportunity:https://talentassistant.actalentservices.com/assistant/bookings/i8y8SJbY
Job Type & Location
This is a Contract to Hire position based out of Hadley, MA.
Pay and Benefits
The pay range for this position is $31.25 - $36.06/hr.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully onsite position in Hadley,MA.
Application Deadline
This position is anticipated to close on Jul 16, 2026.
About Aston Carter
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.
San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.
