Accounting Specialist

Job Summary: The Accounting Specialist plays a key role within the finance team, responsible for full-cycle accounting tasks and ensuring accuracy in financial reporting. This position requires strong accounting knowledge, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities and Skills:

Accounts Payable

·         Perform full-cycle accounts payable processes.

·         Process vendor invoices, expense reports, and payments to ensure accuracy.

·         Verify general billing and integration accuracy between QBO and the ERP system.

·         Review invoices for appropriate documentation prior to payment.

·         Process invoices by reviewing and verifying accuracy, completeness, and compliance with company policies.

·         Enter non-inventory (purchase order) bills and data into QBO.

·         Maintain accurate records of vendor bills and related documentation.

·         Prepare and analyze weekly check runs.

·         Print vendor check payments.

·         Initiate vendor online and ACH payments on a weekly basis.

·         Reconcile vendor accounts and statements.

·         Research and resolve vendor bill discrepancies.

·         Reconcile credit card accounts.

·         Verify the accuracy of credit card costs and receipts submitted through the spend management system.

·         Process new vendor credit applications as requested.

·         Create new vendor profiles in the ERP system and ensure proper integration into QBO.

·         Finalize vendor profile setup in QBO by attaching all required data and documentation.

·         Conduct independent verification to establish new ACH payment profiles in the bank’s system.

·         Maintain vendor relationships through regular communication.

·         Provide support for internal audits and reconciliations.

·         Assist with special projects and other accounting tasks as needed.

·         Review and process employee expense reports.

·         Contribute to timely month-end close processes.

·         Update and maintain vendor profiles.

·         File and organize accounts payable records.

Accounts Receivable

·         Perform full-cycle accounts receivable processes.

·         Process customer credit returns.

·         Apply cash receipts and prepare daily deposits.

·         Process and review customer credit applications.

·         Monitor and respond to the accounting department’s email inbox.

·         Monitor ERP system integrations for accuracy and completeness.

·         Review sales orders and generate daily customer invoices.

·         Communicate with customers to resolve accounting-related tasks and inquiries.

·         Send customer account statements on a monthly basis.

·         Carry out weekly collection efforts, including following up with clients on outstanding invoices and resolving payment discrepancies.

·         Reconcile accounts by investigating and resolving irregularities or inquiries.

·         Maintain accurate accounts receivable files, records, and payment documentation.

·         Update and maintain customer profiles.

·         Provide support for special projects and other accounting tasks as needed.

·         Assist with internal audits and reconciliations.

·         Contribute to timely month-end close processes.

·         File and organize accounts receivable records.

Education and/or Work Experience Requirements:

Required

·         High school diploma or GED with significant relevant accounting experience.

·         3–5 years of hands-on accounting experience.

·         Solid understanding of GAAP and general accounting principles.

·         Proficiency with accounting software, including QuickBooks Online (QBO).

·         Intermediate-level skills in Microsoft Excel.

·         Prior experience with accounts payable, accounts receivable, and general ledger activities.

·         Experience supporting month-end close processes and account reconciliations.

·         Strong attention to detail, accuracy, and organizational skills.

·         Ability to prioritize and manage multiple tasks to meet deadlines.

·         Effective written and verbal communication skills for vendor and customer interaction.

·         Ability to maintain confidentiality when handling sensitive financial information.

Preferred

·         Associate’s or Bachelor’s degree in Accounting, Finance, or a related field.

·         Experience with ERP systems and accounting software integrations.

·         Prior exposure to audit processes (internal or external).

·         Familiarity with spend management systems and electronic payment platforms.