Accounting Specialist

The Accounting Specialist is responsible for executing the daily accounting workflow with precision, timeliness, and discipline.

This role supports the integrity of financial reporting and job-level profitability by ensuring transactions, committed costs, accruals, and reconciliations are accurate, current, and complete.

• Process and code vendor bills with proper job and class alignment
• Ensure all show-related expenses are recorded to the correct job
• Attach all supporting documentation (invoices, receipts, approvals) directly to transactions in QuickBooks Online
• Review and clear bank and credit card transactions (no auto-posting)
• Maintain complete and organized supporting documentation

• Enter and manage vendor bills
• Ensure proper approvals and coding to the correct job
• All vendor bills related to show expenses must reference a valid purchase order (PO)
• Enforce 3-way match: PO → Vendor Bill → Proof of Delivery and/or required operational approval
• Validate that billed amounts align with approved PO commitments (including quantities and pricing)
• Attach vendor invoices, PO references, and supporting documentation to each bill in QBOL
• No payment issued without complete support (PO + documentation + approval)
• Prepare and execute weekly payment runs
• Collect and maintain W-9 forms for all new vendors prior to payment
• Maintain vendor files (W-9s, 1099 tracking)