The posting
Job Title:
Accounting Specialist
Department (3 letter code):
ACC
Reports to:
Corporate Accounting Manager
FLSA Status:
Exempt ☐
Non-Exempt ☒
Supervisory Responsibilities:
Yes ☐
No ☒
Travel:
No ☒
Revision date: September 2026
Summary: We are seeking a detail-oriented and highly organized Accounting Specialist to perform a wide range of administrative and operational tasks. This role is essential to ensuring efficient processes, accurate record-keeping, and effective communication within the organization. The ideal candidate is proactive, resourceful, and comfortable managing multiple priorities in a fast-paced environment. Position located at the KOA Corporate Headquarters in Billings, Montana. Full Time, M-F. Essential Duties and Responsibilities:
Track, review, and maintain financial documents and records, including franchisee financial statements, invoices, account reconciliations, and supporting documentation. Manage franchise financial reporting processes, including monitoring incoming emails, responding to requests, uploading financial documents to Teams/shared drives, reviewing submitted financials, and updating master tracking spreadsheets. Review and approve Concur expense reports for accuracy, including amounts, dates, coding, supporting documentation, and other required information prior to payment. Monitor outstanding Concur expense reports and approvals and communicate with employees and approvers regarding submission deadlines. Prepare and submit personal and assigned expense reports as needed. Assist with vendor setup and maintenance, including obtaining and maintaining W9 forms, verifying vendor and remittance information, and requesting updated documentation as needed. Assist with maintaining franchise and campground information, including new locations, ownership changes, effective dates, and related vendor or parent/child record updates. Assist with 1099 reporting and documentation, including reviewing newly added vendor payments and maintaining required supporting documentation in shared drives. Prepare and process campground billing refund requests, invoicing, check requests, contributions, and other assigned financial transactions. Process and maintain daily deposit documentation, including scanning, filing, and ensuring records are retained in accordance with established retention requirements. Perform assigned account reconciliation activities, including balance reconciliation checks, account reviews, discrepancy research, and follow-up. Complete recurring accounting entries and reporting, and other assigned monthly accounting tasks. Assist with capital-related accounting activities, including capital invoice retrieval, reporting, assigned stock activity, and related tracking. Assist with vehicle title registration, toll distribution, and related administrative processes. Monitor and maintain operational and financial tracking spreadsheets, including financial caps, expense reporting, reconciliations, and other assigned data. Provide general accounting and administrative support, including sorting and distributing mail, document retention and shredding, mailroom orders, gift card requests, office supplies, front desk coverage, and other departmental needs. Coordinate meetings, lunches, and team activities as requested; attend accounting team meetings, document key discussion points, and track follow-up items. Support special projects and process changes, including franchisee financial reporting initiatives, system transitions, and other accounting department projects. Perform other accounting and administrative duties as assigned based on departmental needs. Follow sound bookkeeping and accounting practices Follow departmental approval policies of payables Maintain security of PCard and other banking information Handle interactions with other departments with professionalism and open communication Update and maintain written procedures Report concerns or issues as they arise for quicker solutions Help maintain a team atmosphere within the department by helping achieve our department initiative
Non-Essential Duties and Responsibilities:
This job description is not intended to cover or contain a comprehensive listing of activities, duties, or responsibilities. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.
Required Education and Experience:
High school diploma or GED 2+ years of bookkeeping/accounts payable experience Proficiency in MS Office, specifically Excel and Word Excellent organizational skills and detail oriented Self-motivated with initiative and ability to follow-up on small details Excellent written and verbal communication skills
Preferred Education and Experience:
Bachelor’s Degree in Accounting/Finance or equivalent accounting experience preferred
Physical Demands and Working Conditions:
Work is performed in an office environment and requires the ability to operate standard office equipment and keyboard, including lifting and carrying a laptop and other small items up to 20 pounds. Prolonged exposure to computer screens and artificial lighting. Use of repetitive motion, standing, bending, sitting, lifting, and walking short distances. May be expected to drive a vehicle to KOA locations, other locations as directed, and conferences which requires close and distance vision, sitting, seeing and reading signs, traffic signals, other vehicles, etc. Travel occurs in all weather conditions, including extreme heat and cold. Frequent in person interaction with KOA employees in various settings, where noise level is typically low to moderate, including office spaces. Will experience occasional interruptions and shifting priorities.
