Role Specification
Reconciliation Specialist
Every account tied to its statement, every month, without exception.
What this role covers
A reconciliation specialist owns the part of the close that everything else depends on: bank accounts, credit cards, loans, and the clearing accounts where transactions pile up between systems. While an AP clerk processes bills and a full-charge bookkeeper runs the whole file, the reconciliation specialist goes deep on matching - every account, every month, tied to its statement with a documented explanation for anything that does not. For your firm, that means reconciliations that arrive at review complete and supported, months that close on schedule, and no more mystery balances aging in Undeposited Funds.
The monthly workflow
Core responsibilities
- Bank reconciliations for every operating, savings, and payroll account, tied to the statement monthly
- Credit card reconciliations with receipt and coding follow-through on open charges
- Loan and line-of-credit reconciliations, including interest accruals your reviewer signs off on
- Clearing account hygiene: Undeposited Funds, payment processor clearing, and suspense accounts kept at explainable balances
- Reconciliation of intercompany and related-party balances with supporting schedules
- Documentation of reconciling items with aging, so nothing carries month to month without an owner
A day in the life
- Match and clear bank feed transactions for assigned clients
- Reconcile a bank account to its statement and document each reconciling item
- Work Undeposited Funds and processor clearing balances down to explainable amounts
- Follow up on uncleared checks and stale deposits with the client's team through your firm
- Prepare the loan reconciliation and interest schedule for the month
- Update the reconciliation status tracker so your reviewer sees what is done and what is waiting
The software, in detail
Candidates work across QuickBooks Online and Desktop, Xero, and Sage Intacct, and are comfortable pulling statements and processor reports from banks, Stripe, Square, and PayPal. We test the actual skill: a candidate receives a messy account with months of backlog and produces a clean reconciliation with documented reconciling items before they reach a shortlist.
A sample week
| Monday | Bank feeds cleared for the week's clients; statement downloads logged |
| Tuesday | Bank reconciliations completed and documented for the first client group |
| Wednesday | Credit card reconciliations; open-charge follow-up lists sent |
| Thursday | Loan reconciliations and interest schedules; clearing account cleanup |
| Friday | Intercompany tie-outs; reconciliation status tracker updated for review |
What this role does not cover
Clarity up front saves everyone time. This role does not include:
- ✕Signing off on reconciliations - review and approval stay with your firm
- ✕Attest work: audits, reviews, and compilations
- ✕Tax preparation or tax advice
- ✕Initiating or releasing payments
- ✕Deciding how to resolve a discrepancy beyond proposing the supported treatment to your reviewer
Why Philippines-based talent excels here
Philippine BPO and shared-service teams run reconciliation factories for US banks, lenders, and accounting firms, so high-volume matching is a trained discipline there, not a chore. We screen for candidates who treat a reconciliation as an argument with evidence - every difference explained - rather than a box to tick.
The first 90 days
Days 1-30
- →Learns each client's accounts, statement sources, and processor flows
- →Clears the current backlog under close review
- →Documents recurring reconciling items so the pattern is visible
Days 31-60
- →Owns the full reconciliation calendar for assigned clients
- →Keeps clearing accounts at explainable balances without prompting
- →Flags process fixes that prevent recurring differences
Days 61-90
- →Delivers every account reconciled and documented ahead of the close deadline
- →Maintains the aging on open items with owners and next steps
- →Becomes the reason your closes stop slipping
Client niches this role serves
Frequently asked questions
Ready to add a reconciliation specialist to your team?
Book a free consultation and we'll send you a shortlist of vetted candidates for this role.