ACCOUNTING REPRESENTATIVE JOB DESCRIPTION

Accuracy is the non-negotiable standard. An Accounting Representative manages the day-to-day transaction processing, reconciliation, and client or departmental communication that keeps an organization's financial records clean, compliant, and audit-ready. In general business settings, this means working across accounts payable, accounts receivable, and general ledger functions under frameworks like GAAP and GASB, often serving as the primary contact between finance and internal stakeholders such as department heads, vendors, or assigned client portfolios. The role requires enough breadth to handle month-end close coordination one day and encumbrance audits or deduction research the next.

As the Accounting Representative, you process and reconcile financial transactions across payable, receivable, and ledger functions to ensure records remain accurate, compliant, and delivered on time to the stakeholders who depend on them. You work within a finance or accounting department, typically reporting to an Accounting Manager or Controller, and serve as a primary liaison between the accounting function and assigned internal departments or external clients.

Career Impact: Hands-on ownership of general ledger reconciliation and month-end close cycles builds the GAAP and GASB fluency that accounting firms and corporate finance teams actively recruit for.

Business Impact: When vendor invoices are reconciled correctly and client accounts are kept current, the organization avoids payment delays, audit findings, and the downstream cost of correcting compounding errors.

Growth Opportunity: This role provides direct exposure to multi-entity reconciliation, encumbrance auditing, and cross-functional stakeholder management - the combination that typically qualifies candidates for Senior Accountant or Staff Accountant advancement.

• Reconcile assigned general ledger accounts, vendor invoices, and customer balances to ensure accurate financial records each period.
• Process accounts payable and receivable transactions, including invoice batches, credit memos, and deduction research, within established deadlines.
• Coordinate month-end and year-end close activities, including journal entries, accruals, and preparation of financial reports for management review.
• Audit documentation and transaction records to verify compliance with GAAP, internal policies, and applicable federal and state regulations.
• Serve as the primary accounting contact for assigned departments or client portfolios, communicating status, resolving discrepancies, and escalating issues as needed.
• Maintain organized electronic records, including supporting documentation for all processed transactions, reconciliations, and approvals.
• Identify and recommend process improvements that increase accuracy, reduce cycle time, or strengthen internal controls.

• Bachelor's degree in Accounting, Finance, Business Administration, or equivalent work experience.
• 2 or more years of accounting or bookkeeping experience, with demonstrated responsibility for reconciliation and transaction processing.
• Working knowledge of Generally Accepted Accounting Principles (GAAP) and standard reconciliation practices.
• Ability to manage multiple assignments simultaneously, prioritize competing deadlines, and maintain accuracy under time pressure.
• Strong written and verbal communication skills, with experience explaining financial information clearly to non-accounting stakeholders.
• Proficiency in spreadsheet software for financial data entry, reporting, and analysis.
• Demonstrated ability to compile, review, and reconcile data for completeness, accuracy, and policy compliance.

• Familiarity with Governmental Accounting Standards Board (GASB) requirements, applicable to roles in public-sector or institutional settings.
• Experience with accounts payable and receivable workflows in a multi-entity or multi-campus environment.
• Exposure to purchase order management, vendor communication, and procurement card reconciliation processes.
• Associate's or Bachelor's degree specifically in Accounting or Finance, rather than a related business field.

• Ledger reconciliation accuracy rate, measured as the percentage of accounts closed without unresolved variances each period.
• Invoice processing cycle time, tracking average days from receipt to posting against departmental service level targets.
• Month-end close completion rate, reflecting the proportion of assigned close tasks completed by the established deadline.
• Audit finding rate measures the frequency of errors or missing documentation identified during internal or external review.
• Deduction or dispute resolution time, tracking average days to research and resolve open items in assigned AR or AP accounts.

• Base Salary Range: $42,000 to $58,000 annually, varying by location and employer size
• Bonus: Discretionary annual bonus, typically 3 to 7 percent of base salary
• Equity: Not standard at this level; occasionally offered at larger corporate employers
• Health Benefits: Medical, dental, and vision coverage; employer contribution varies
• PTO: 10 to 15 days annually, plus standard federal holidays
• Common Perks: Tuition reimbursement for accounting coursework or CPA exam support; hybrid work schedule at many employers

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Work authorization in the United States is required for this position. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, or local law. Candidates whose responsibilities involve financial record access should expect a background check, which may include a credit history review, as a condition of employment. Reasonable accommodations for individuals with disabilities are available upon request throughout the application and hiring process.

The Accounting Representative owns the full accounting cycle for an assigned client portfolio, guiding best practice policies and procedures while reviewing and analyzing financial data and reports. Working closely with US and international team members, this role enables clients to receive accurate, timely financial outcomes through superior service and coordinated workflow management.

Key Responsibilities

• Lead and direct the accounting process for an assigned portfolio of clients.
• Coordinate workflow and tasks with US and international team members.
• Communicate expectations and project status with assigned clients and internal teams.
• Guide best practice policies, procedures, and processes throughout the accounting cycle.
• Ensure all client processes and procedures are documented and maintained.
• Review and analyze financial data and reports.
• Provide superior customer experience to assigned clients.

Required Qualifications

• Bachelor's or Associate's degree in Accounting or Finance.
• 1-3 years of relevant, hands-on accounting experience preferred.
• Experience coordinating the month close process, communicating financial results to stakeholders, and managing tasks with competing priorities and deadlines.
• Skilled in Microsoft Excel and Microsoft Outlook for email management.
• Skilled in remote communication via phone, teleconference, or email.
• Ability to explain complex information simply, with strong written and verbal communication skills.
• Demonstrated ability to manage multiple clients and projects to successful completion on time.
• Demonstrated ability to work effectively with others, both internally and externally, to achieve goals.
• Highly motivated, self-directed, and able to work independently.

Embedded within the campus finance department, the Accounting Representative performs daily reconciliation of payroll and expense detail, audits encumbrances, and serves as liaison to assigned departments on purchasing, inventory, and travel issues. Working closely with departmental staff and vendors, this role ensures that financial records, P-Card activity, and multi-campus invoice processing remain accurate, compliant, and in accordance with institutional policies.

Core Functions

• Conduct daily reconciliation of payroll and expense detail for assigned budgets and complete corrections promptly.
• Maintain proper electronic documentation and ensure files are complete.
• Serve as P-Card purchaser, proxy, and back-up proxy, including auditing, coding, and reconciling charges.
• Serve as liaison to assigned departments, providing training and problem-solving for purchasing, inventory, and travel issues.
• Maintain internal accounting records, including recording information into SharePoint and other systems to reconcile departmental records.
• Audit encumbrances to ensure documentation and funding are adequate and in accordance with policies and procedures.
• Create, process, audit, and reconcile invoices for payments at multiple campuses and sites, including facilitating donation payment processes.
• Prepare and process required forms for payment of travel and expenses, ensuring documentation and approvals are in order.
• Create requisitions, prepare and track vendor purchase orders and invoices, communicate with vendors, and process Interdepartmental Requisitions for assigned budgets.
• Prepare monthly ledger, P-Card reconciliations, and financial reports; perform queries and updates in relevant systems; research and report discrepancies.
• Assist with mail intake, check and cash logging, errands, and other duties as assigned.

Qualifications & Experience

• Bachelor's degree, or a high school diploma with four years of equivalent experience.
• Experience communicating effectively verbally and in writing.
• Experience in establishing and maintaining effective working relationships.
• Experience performing accurately in a detail-oriented environment and prioritizing multiple work assignments simultaneously.
• Experience compiling, reviewing, and reconciling data for accuracy, completeness, and compliance.
• Proficient in Microsoft Excel and Word, or equivalent software.
• Knowledge of Generally Accepted Accounting Principles (GAAP) and cash handling procedures.
• Knowledge of relevant federal, state, and local laws, and the ability to interpret and apply related policies and procedures preferred.
• Knowledge of electronic data processing as it applies to fiscal and accounting activities, and familiarity with accounting systems preferred.

Reporting to the controller, the Bookkeeper / Accounting Representative reconciles credit and debit card system reports, balances reloadable card transactions, and processes returned deposited items to ensure daily settlement accuracy across the credit union's general ledger. Partnering with branch personnel and other departments, this role safeguards the integrity of official checks, money orders, ACH, and wire transfer processing in full compliance with record retention guidelines.

Primary Duties

• Reconcile credit and debit card system reports, posting exception items, and verifying that settlement occurs.
• Reconcile clearing accounts daily, noting exceptions and contacting appropriate departments to document exceptions and make correcting entries.
• Retrieve, balance, and post ACH and Federal Reserve settlement information.
• Verify branch vault clearing accounts, contact branch personnel on differences, post correcting entries, and confirm settlement of electronic deposits.
• Reconcile reloadable card reports to the general ledger, posting fees, settlement, and corrections.
• Balance official check and money order totals to the general ledger, track stop payment requests, and manage aged items through reconciliation or escheatment.
• Reconcile credit union and Federal Reserve accounts, process returned items, and ensure holds are placed upon notification.
• Process incoming and outgoing wire transfer requests, adhering to call-back procedures and OFAC checks, and process ACH return entries.
• Secure member deposited items in accordance with record retention guidelines, and back up member accounting representative functions as needed.
• Maintain files, prepare assigned monthly and annual reports, and present ideas for greater efficiency to the controller.

Skills & Qualifications

• Additional advanced education preferred.
• Two years of experience in a credit union data processing or accounting operation field is preferred.
• Experience in a multi-tasking environment is required.
• Familiarity with basic bookkeeping procedures.
• Knowledge of related computer applications.
• Effective communication skills.

Sitting at the intersection of accounts payable and receivable, the Accounting Representative receives, reconciles, and processes vendor invoices while preparing customer invoices and credit batches to keep daily financial transactions in compliance with accounting policies. Operating across administrative and clerical functions, this role enables accurate financial reporting and timely resolution of deductions for management and internal stakeholders.

Duties

• Receive, reconcile, and process vendor invoices.
• Prepare customer invoices and credit batches.
• Print, analyze, and distribute reports as requested by management.
• Research deductions and maintain updated files for accounts receivable and payable.
• Ensure all accounting transactions comply with financial accounting policies and procedures.
• Perform other administrative duties and special projects as required.

Requirements

• Understanding of accounts payable and receivable.
• Proficient in Microsoft Office, including Excel, Word, and Outlook.
• Ability to learn customized software.
• Accuracy in preparing and entering financial information.
• Strong organizational, analytical, and decision-making skills, with attention to detail.
• Ability to multitask, prioritize, thoroughly follow directions, and research and problem-solve.
• Effective communication skills and professional demeanor.

A key member of the finance team, the Accounting Representative serves as the main point of contact for assigned customers, handling invoices, orders, and follow-up to ensure client satisfaction under the direction of the Manager of Client Accounting. Collaborating across internal teams and account managers, this role strengthens client relationships and supports the consistent delivery of responsive, goal-oriented account service.

Functions

• Serve as the main point of contact for assigned customers and address questions.
• Handle paperwork and reports, including invoices and orders.
• Follow up regularly to ensure client satisfaction and respond to customer questions quickly.
• Pass on issues to account managers when needed.
• Consistently strategize to improve client interaction and support.

Experience & Qualifications

• Bachelor's degree in Accounting, Marketing, Communications, or Business Administration.
• Proficient in MS Office.
• Excellent organizational and multitasking ability.
• Strong communication skills.
• Goal-driven with the ability to work under pressure, with assertiveness, and good problem-solving skills.

Accurate cash flow at CN depends on the Composite Accounting Representative, who executes collections and payments processing activities for an assigned portfolio of customer accounts while acting as the first-line resolution point for accounts receivable issues. Based within the Accounting department and interacting with Marketing, Sales, and Operations, this role directly advances CN's cash flow objectives by managing the full order-to-cash pipeline with thorough knowledge of railway industry processes.

Accountabilities

• Trace amounts owed and gather information regarding payments for an assigned portfolio of customers.
• Provide superior customer service, partnering with customers to resolve issues related to late or non-payment.
• Manage incoming requests from internal and external customers, supplying necessary information and ensuring prompt follow-through.
• Communicate customer, supplier, and internal matters to other departments.
• Provide first-line support to resolve customer disputes and facilitate invoice and payment processing.
• Escalate issues that prevent the timely payment of accounts receivable to the appropriate department or manager.
• Take necessary actions to improve results under the guidance of managers and handle frequent calls or correspondence within Accounting.

Technical Qualifications

• Bachelor's degree in Accounting or Finance.
• Chartered Professional Accountant (CPA) designation.
• Knowledge of the railway industry and order-to-cash processes.
• Knowledge of Microsoft Office, including Word, Excel, PowerPoint, Access, and Business Objects.
• Knowledge of Systems, Applications, and Products (SAP).
• Fluently bilingual in English and French, both written and verbal.
• Applies analytical thinking to make recommendations, tracks metrics, and holds self and others accountable to meet performance expectations.
• Collaborates effectively, adapts communications to the audience, and leverages feedback to improve performance.

As the Accounting Representative, this role processes adjustments, transactions, and payments on credit card accounts, researches unidentified payments, and backs up Fed-line Operations, including opening and closing Fed-lines and initiating daily wires. The accounting team relies on this work to maintain accurate daily departmental reporting, procedural documentation, and compliance with federal banking regulations governing billing error correction and payment processing timelines.

Activities

• Research, resolve, and track daily Online Research Requests (ORRs).
• Review and validate credit card customer activities and perform data entry, daily balancing, and quality validation.
• Validate and approve credit balance refunds (CBRs) and process returned items, including paper and ACH.
• Research and correct billing errors and payment issues within timeframes specified in federal banking regulations.
• Prepare deposit payments and ensure all daily functions are completed accurately within departmental deadlines.
• Maintain procedural manuals and checklists, including preparing new procedures for changes or new processes.
• Identify matters affecting productivity, efficiency, or service, and make recommendations for process improvement.
• Back up Fed-line Operations, including opening and closing Fed-lines, reviewing balances, and initiating or approving daily wires.

Position Requirements

• High School Diploma or equivalent required.
• Minimum 2 years of payment exception and check processing experience within the last 5 years.
• Working knowledge of posting adjustments to card members' accounts via online and batch processing.
• Good reconciliation skills with an understanding of debit and credit transactions.
• Intermediate computer skills, including MS Word and Excel; 10-key by touch with ability to type 45-50 wpm.
• Familiarity with mainframe applications and experience with the FDR system.
• Ability to learn multiple applications and work under minimal supervision with reasonable judgment.
• Strong written and verbal communication skills and excellent problem-solving skills.

Accounting Representative builds accurate, timely financial reporting by pre-auditing documents, processing and reconciling general ledger transactions, and analyzing cash activity against bank statements to identify and correct discrepancies. The work directly supports compliance with Generally Accepted Accounting Principles and Governmental Accounting Standards, enabling year-end accruals, journal entries, and financial documentation to be completed with precision.

Operational Focus

• Pre-audit financial documents to evaluate record completeness and ensure proper controls in accordance with Generally Accepted Accounting Principles (GAAP).
• Process and maintain control records of financial transactions, including revenues, expenditures, receipts, assets, investments, and bank transactions, reconciling accounts to ensure accurate balances.
• Analyze and verify all cash transactions posted to the general ledger against the bank statement, researching and correcting discrepancies.
• Analyze and prepare year-end accruals, journal entries, and reports, reconciling invoices and accounts to correctly allocate funds or prepare write-off journals.
• Prepare and maintain documentation of returned, stale-dated, non-sufficient-funding, and other uncashed checks; may void or cancel checks in the system.
• Assist with the preparation of financial documentation and reports as needed.

Knowledge, Skills & Abilities

• Associate's degree in Business, Finance, Accounting, or a related field.
• Experience in general ledger accounting, bank and cash reconciliations, or similar.
• Basic knowledge of Generally Accepted Accounting Principles (GAAP) and Governmental Accounting Standards Board (GASB).
• Comprehensive knowledge of reconciliation and audit practices, standard business practices, and accounting methods.
• Intermediate skill with Microsoft Office, including Word, Excel, and PowerPoint.
• Intermediate skill with general ledger accounting and accounts receivable systems, with intermediate arithmetical and financial record-keeping skills.

The Accounting Representative delivers accurate general ledger management and member-facing support within the credit union's accounting department, processing accounts payable and receivable, dormant account reporting, and share and loan corrections to uphold an accurate general ledger. Reporting to the Accounting Manager and cross-training to support co-workers, this role enables members to receive timely, informed responses to inquiries while ensuring deadlines and reconciliation requirements are consistently met.

Key Deliverables

• Manage assigned general ledgers, financial reports, and other accounting-related tasks.
• Process accounts payable and receivable, document retention, dormant account reporting, and share and loan corrections.
• Provide supporting documentation, meet deadlines, update procedures, and communicate unreconciled items and training needs with the Accounting Manager.
• Assist in the Solution Center to answer member questions and inquiries as needed.
• Cross-train to support co-workers and members as required.

Professional Experience

• Experience in financial accounting activities.
• Knowledge of relevant software and computer skills.
• Basic reading, writing, and arithmetic skills.
• Detail-oriented and analytical, with the ability to multi-task in a fast-paced environment.
• Effective communication and interaction skills with members and coworkers.