Accounting Specialist
SUMMARY
The Accounting Specialist is responsible for processing invoices and preparing check requests; matching vendor invoices to purchase order information and resolving discrepancies; initiating payments to vendors and posting to general ledger; responding to inquiries from department personnel and vendors. The Accounting Specialist performs all informational and record keeping tasks appointed by the Accounting Manager and ensures timely submission of supporting documents for purchase transactions by the company with internal and external clients. This position reports to the Accounting Manager.
ESSENTIAL DUTIES AND RESPONSIBILITIES
• Organize, verify and process invoices, expense reports, and purchase orders (three-way match) with accuracy and adherence to company policies for multiple companies
• Resolve invoice discrepancies with vendors and company personnel regarding missing documents, changed orders or pricing, account charges and GL coding
• Prepare and process checks and corporate wire transfer authorizations, including ACH payments and banking transactions on a weekly basis according to vendor agreements; distribute signed checks and prepare vendor checks for mailing
• Update and maintain accurate vendor database and records, including banking and tax documents (e.g. W-9s) to ensure adherence to tax regulations, including 1099 reporting and verify proper information for remittance
• Manager vendor relationships and respond to inquiries regarding payments or account status in a timely manner; reconcile vendor statements; track missing invoices and payments
• Maintain accounts payable files, reports, and spreadsheets while insuring confidentiality and security of financial information
• Work effectively with others in a team-based environment to accomplish company goals and to identify and resolve problems
• Contribute to process improvements by identifying efficiencies in accounts payable workflows
• Ability to multi-task and continually prioritize tasks.
• Ability to follow verbal and written instructions with minimal supervision.
• Other duties as assigned.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. An individual should be detail oriented, have good basic math skills, ability to identify and resolve problems, manage difficult customer situations and follow up.
EDUCATION AND/OR EXPERIENCE
High school diploma or general education degree (GED) or equivalent of a certificate or degree from a college. A minimum of two years of experience in accounts payable or a related area is required. This person must be familiar with standard concepts, practices, and procedures within accounting field. Relies on experience and judgment to plan and accomplish goals and should have the ability to perform a variety of tasks. Proficiency in Excel, Word, Outlook, and accounting software is a plus.
PHYSICAL DEMANDS
The physical demands described here are representative of those which must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand and sit in the process. The employee is required to use hands to finger, handle, or feel; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must be able to occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include peripheral vision, close vision, and ability to adjust focus. Proper lifting techniques required.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The work environment is primarily an office setting. However, occasionally, time will be spent in a manufacturing environment. Mandatory safety protection (PPE) and caution will be required while in the plant.
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