Accounting Clerk / Bookkeeper for US Company

Do You Notice When the Numbers Don’t Make Sense?

Are you the person who spots the missing transaction, questions an unusual charge, and keeps working until every number has an explanation?

H+A Events is looking for a full-time, virtual Accounting Clerk who takes pride in accuracy, organization, and follow-through. You will support H+A's financial operations and multiple association clients. Your work will include account reconciliations, expense management, accounts payable and receivable, client invoicing, and financial reporting.

This position is a strong fit for someone who enjoys detailed work, manages recurring deadlines without constant reminders, communicates problems early, and understands that accurate financial records protect both our clients and our reputation.

We value people who take ownership, think ahead, solve problems, support their teammates, and continually look for ways to improve their work.

How to Apply - Attention to detail is essential in this position, so please follow these instructions carefully.

Send an email with the subject line: "I Make the Numbers Make Sense | Accounting Clerk Application"

Please include:
Your current resume.
A video with the following:
A brief introduction explaining why your experience prepares you for this position.
The H+A core value that resonates most with you and a brief explanation of why.
Your location, time zone, and the hours you can consistently work in the U.S. Central Time Zone.

APPLICATIONS THAT DO NOT FOLLOW THESE INSTRUCTIONS WILL NOT BE CONSIDERED.

We are looking for more than someone who can enter transactions. We want a dependable accounting professional who asks thoughtful questions, protects confidential information, and helps us trust the story our numbers are telling.

The Accounting Clerk supports our company's and clients' financial operations. They will maintain accurate financial records, reconcile bank, credit card, and payment-processing accounts, prepare client invoices, track reimbursable expenses, and produce timely financial reports. This position requires exceptional accuracy, strong follow-through, confidentiality, and the ability to manage financial information for multiple organizations.

Responsibilities:

BANK AND ACCOUNT RECONCILIATION
Reconcile company and client checking, savings, and investment accounts each month.
Reconcile company and client credit card statements.
Reconcile merchant-processing accounts, including registration payments, credit card deposits, processing fees, refunds, chargebacks, and bank deposits.
Research and resolve discrepancies, duplicate transactions, missing deposits, and uncategorized expenses.
Confirm account balances match bank statements and supporting documentation.
Maintain separate and accurate records for each H+A client.
Prepare monthly reconciliation reports for the Owner/CEO's review.
Promptly escalate unusual transactions, unreconciled balances, or suspected errors.

EXPENSE MANAGEMENT
Manage financial activity within Expensify.
Review submitted expenses for receipts, appropriate coding, business purpose, client assignment, and approval.
Import approved expenses into the accounting system.
Identify missing receipts, incomplete descriptions, duplicate expenses, and incorrect client allocations.
Track reimbursable expenses H+A pays on behalf of clients.
Maintain documentation that supports every reimbursement request.
Assist employees and team members with expense-report questions.

CLIENT INVOICING AND ACCOUNTS RECEIVABLE
Prepare accurate and timely client invoices for management fees, project fees, event-related charges, and reimbursable expenses.
Attach supporting documentation when required.
Confirm that expenses appear on the correct client invoice.
Track outstanding invoices and accounts receivable.
Prepare aging reports and identify overdue balances.
Send approved payment reminders or provide follow-up information to the Owner/CEO.
Apply client payments accurately within the accounting system.
Research short payments, overpayments, duplicate payments, and unapplied credits.
Maintain records of deposits, credits, refunds, and adjustments.

ACCOUNTS PAYABLE
Review vendor invoices for accuracy, proper authorization, and correct company or client coding.
Enter approved bills into the accounting system.
Match invoices with contracts, purchase approvals, receipts, or other supporting documents.
Prepare payment schedules for review and approval.
Track vendor due dates and help prevent late fees.
Maintain current vendor records and payment documentation.
Assist with gathering W-9 forms and year-end 1099 information.
Identify duplicate invoices, unexpected charges, or vendor price changes.

FINANCIAL REPORTING
Prepare monthly financial reports for H+A and assigned clients.
Generate profit and loss statements, balance sheets, accounts receivable reports, budget-to-actual reports, and other requested reports.
Prepare clear summaries that identify discrepancies, outstanding items, and areas requiring management attention.
Assist with event-specific financial reports, including registration revenue, sponsorship revenue, exhibitor income, vendor expenses, refunds, and final event results.
Maintain spreadsheets or tracking reports used for client reporting.
Provide accurate supporting schedules to the Owner/CEO, client leaders, CPA, or tax professionals.

MONTH-END AND YEAR-END SUPPORT
Follow a documented month-end closing checklist for each organization.
Confirm that all bank, credit card, merchant, and expense accounts have been reconciled.
Review uncategorized transactions and outstanding reconciliation items.
Verify that client reimbursements and management fees have been invoiced.
Organize reports and supporting documentation for monthly client review.
Assist the CPA with year-end close, tax preparation, audits, and requested documentation.
Help prepare records for 1099 reporting and other annual financial requirements.
Maintain organized electronic files according to the company’s document-retention standards.

INTERNAL CONTROLS AND CONFIDENTIALITY
Protect confidential company, client, employee, vendor, and banking information.
Follow established approval procedures for bills, reimbursements, refunds, credits, and account changes.
Never release payments, change vendor banking information, or process unusual refunds without proper approval.
Maintain a clear audit trail for financial entries, corrections, and adjustments.
Report suspected fraud, phishing attempts, irregular transactions, or security concerns immediately.
Follow company password, multifactor authentication, and data-security requirements.

GENERAL SUPPORT
Respond promptly and professionally to internal and client accounting questions.
Clearly communicate missing information and upcoming deadlines.
Document recurring accounting procedures.
Recommend ways to improve accuracy, efficiency, and reporting.
Participate in regular meetings with the Owner/CEO.
Complete other accounting and administrative duties as assigned.

REQUIRED QUALIFICATIONS
At least three years of bookkeeping, accounting clerk, or accounting assistant experience.
Experience supporting a U.S.-based company or clients.
Practical knowledge of bank, credit card, and merchant-account reconciliation.
Experience preparing invoices and tracking accounts receivable.
Experience reviewing vendor invoices and maintaining accounts payable records.
Proficiency with QuickBooks Desktop and QuickBooks Online.
Prefer experience migrating files from QuickBooks Desktop to QuickBooks Online.
Experience with Expensify or a similar expense-management system.
Strong Microsoft Excel or Google Sheets skills, including filters, sorting, formulas, and reconciliation worksheets.
Ability to understand a profit and loss statement, balance sheet, general ledger, and accounts receivable aging report.
Strong written and spoken English.
Exceptional attention to detail and numerical accuracy.
Ability to manage multiple organizations, accounts, and deadlines without mixing financial information.
Strong judgment and willingness to ask questions when information appears incomplete or incorrect.
Proven ability to handle confidential financial information.
Reliable computer, secure internet connection, and a professional remote workspace.
Ability to maintain regular working-hour overlap with the H+A team in the Central Time Zone.

PREFERRED QUALIFICATIONS
Associate’s or bachelor’s degree in accounting, finance, business administration, or a related field.
QuickBooks Online certification.
Experience working with association-management, event-management, or professional-services companies.
Experience handling books for multiple clients or business entities.
Experience reconciling Stripe, PayPal, ---------- , event-registration platforms, or other merchant processors.
Experience with deferred revenue, event deposits, registration refunds, sponsorships, and reimbursable client expenses.
Familiarity with U.S. GAAP and accrual-based accounting.
Experience supporting a CPA or assisting with month-end and year-end close.
Experience with Gusto or another U.S. payroll platform.
Experience gathering W-9 information and supporting 1099 preparation.

H+A seeks someone who:
Notices when numbers do not make sense.
Enjoys detailed, repetitive work and completes it consistently.
Meets deadlines without repeated reminders.
Documents their work so another person can follow it.
Communicates problems early.
Takes ownership of researching discrepancies.
Respects approval boundaries.
Can shift between several clients while maintaining accuracy.
Remains calm when deadlines overlap.
Understands that accuracy and confidentiality directly affect H+A’s reputation.

H+A's Core Value Competencies:
Fanatical attention to detail and deadlines, and takes ownership of tasks and projects
Continually exceeding expectations and hungry for achievement
Innovative and resourceful problem-solving by staying curious, relentles