About the Role
The Accounting Specialist is responsible for managing day-to-day financial operations of a fast-paced media company. This role requires strong attention to detail, accuracy in financial reporting, and the ability to collaborate cross-functionally. The Accounting Specialist will handle the day to day management of our accounting systems, oversee accounts payable and accounts receivable, manage credit card reconciliations and reimbursement approvals, oversee smooth payroll function, and provide monthly financial reports and cash flow planning for review by senior leadership.
Location: San Diego, CA (in-person) | Employment Type: Part-time 20-25hrs/week | Pay Rate: $30-$50/hr depending on experience | Position Closing Date: May 1, 2026
Key Responsibilities (including but not limited to):
Bookkeeping & Daily Accounting
- Record and maintain all financial transactions (AP/AR, payroll, expenses, receipts)
- Assist with bank, credit card, and other monthly accounts reconciliations
- Process invoices, payments, and collections
- Investigate and resolve discrepancies, ensuring all transactions are properly recorded and supported
- Maintain accurate and up-to-date reconciliation schedules and documentation for audit purposes
- Prepare monthly financial reports (Balance Sheet, P&L, Budget to Actuals, Cash Flow)
Accounts Payable (AP)
- Process, review, and verify all incoming invoices for accuracy, proper coding, and approval
- Ensure timely entry and payment of vendor invoices in accordance with company policies
- Monitor AP aging reports and prioritize payments to maintain strong vendor relationships
- Identify and resolve invoice discrepancies in coordination with vendors and internal teams
- Issue manual checks, when needed, to vendors for payment
Accounts Receivable (AR)
- Provide support for invoicing processes (managed by Business Manager), ensuring timely and accurate billing to customers
- Track incoming payments from MOS to Quickbooks and assure they are being applied correctly to customer accounts. Enter receipts into Quickbooks and handle day-to-day QB management.
- Provide AR aging report to the Business Manager to ensure timely collections
- Support Business Manager in investigating and resolving billing issues or disputes with customers
Cash Flow Support & Reporting
- Collaborate weekly with the Director of Finance to review and support cash flow planning
- Assist in forecasting cash needs based on AP, AR, and operational activities
- Provide accurate financial data and insights to support decision-making
- Identify trends or potential risks impacting cash flow and communicate proactively
Vendor Management
- Set up and maintain vendors in accounting system, ensuring all required documentation (W-9s, agreements, ACH info etc.) is collected and accurate
- Serve as the primary point of contact for vendor inquiries related to payments, invoices, and account status
- Ensure compliance with company policies and regulatory requirements in vendor setup and payments
Budgets
- Participate regularly in overarching and project-specific budget meetings
- Monitor individual project (contract) performance in coordination with operations for cost accuracy
What We’re Looking For
- Bachelor’s degree in Accounting, Finance, or related field (or equivalent experience)
- Minimum 3-5 years of experience in accounting or advanced bookkeeping roles
- Strong understanding of AP, AR, general ledger, and accounting principles
- Experience with accounting software (e.g., QuickBooks Online or similar ERP systems)
- Proficiency in Microsoft Excel (pivot tables, formulas, data analysis preferred)
- Excellent organizational and time management skills
- Strong attention to detail and problem-solving abilities
Key Competencies
- High level of accuracy and accountability
- Strong communication and interpersonal skills for vendor and internal interactions
- Ability to manage multiple priorities and meet deadlines
- Analytical mindset with a proactive approach to identifying issues and solving problems
- Team-oriented with the ability to collaborate across departments
- Flexible and collaborative in supporting other areas of accounting and operations as business needs evolve or processes change
Work Environment & Reporting Structure
- Reports directly to the Chief Operating Officer
- Works closely with the Business Manager on a daily basis
- Supports multiple functions of the business, requiring adaptability and strong organizational skills
Ideal Traits
- You like building systems, not just checking boxes
- You can think strategically and execute practically and efficiently
- You’re collaborative, self-directed, and willing to roll up your sleeves
About Us
San Diego Magazine is a modern media company focused on telling meaningful stories about the people, culture, food, ideas, and communities shaping San Diego.
Here We Are Studios is our creative studio, helping brands tell better stories through strategy, content, and creative work that connects with real people.
Together, we’re building a more dynamic, community-driven business that blends media, storytelling, audience, and brand services in ways that feel useful, original, and human.
Equal Opportunity Employer
San Diego Magazine and Here We Are Studios are equal opportunity employers. We are committed to creating an inclusive workplace and welcome applicants of all backgrounds, experiences, and perspectives. We do not discriminate on the basis of race, color, religion, sex, gender identity or expression, sexual orientation, age, national origin, disability, veteran status, or any other protected characteristic under applicable law.
