Accounting Operations Specialist

ABOUT THE POSITION:

The Accounting Operations Specialist is responsible for the daily processing of accounts payable and cash transactions, including cash reconciliations and the interface with the customer information system. Duties include processing purchase orders, projected related expenses, self-constructed assets, routine cost center expenses, and creating new work orders in the financial information system to track project related costs.

This role also supports the month-end close process by preparing monthly journal entries and reconciling assigned accounts. The Accounting Operations Specialist is expected to identify process improvements and work collaboratively within a team environment. This position reports to the Controller. 

WHAT ARE THE DUTIES AND RESPONSIBILITIES FOR THIS POSITION?

• Responsible for accurate daily invoice processing and payment, including proper coding (general ledger, cost center, and project) sales/use tax application, invoice status and approvals, and vendor setup. Works with internal and external customers to promptly resolve discrepancies.
• Manages daily purchase order activity by reviewing, matching, and processing transactions in a timely and accurate manner to ensure proper expense recognition and adherence to company policies. Periodically review and clean up outstanding purchase orders to maintain accuracy, resolve discrepancies, and prevent backlog.
• Adheres to company payment verification and fraud prevention procedures related to vendor maintenance, invoice processing, and cash disbursements. 
• Processes check runs for customer refunds and energy efficiency rebates.
• Maintains vendor Certificates of Insurance, W-9 Forms, and ensures vendor compliance with company’s third party risk management policies.
• Prepares various month-end and year-end activities including preparation of 1099 and 1042S forms. 
• Prepares or assists with month-end recurring and non-recurring journal entries, including supporting schedules for accounting and audit purposes.
• Reconciles multiple general ledger balance sheet accounts on a monthly bases to ensure accuracy and timely resolution of discrepancies.
• Supports various audits of the Company, including: annual financial statement, workers compensation, and internal audits. 
• Reviews transactions and subsidiary ledgers throughout the month, identifying and resolving discrepancies to ensure subsidiary ledgers reconcile to the general ledger and support an accurate month-end close. 
• Analyzes transaction variances, reconciling items, and unusual balances; researches root causes and recommends corrective actions.
• Reviews daily interface between the customer information system and financial information system. Works with internal stakeholders to investigate and resolve incorrect or out-of-balance postings. 
• Responsible for all daily cash monitoring. This includes reconciling daily cash transactions, preparing bank debit and credit advices within the financial information system, and monitoring cash clearing accounts. 
• Reconciles several bank account statements, including VGS main operating account to the general ledger. 
• Responsible for the creation of capital work orders in the financial information system, including assignment of settlement rules for capitalizing the related asset. 
• Maintains compliance with internal control procedures, company policies, and segregation of duties requirements related to accounts payable, cash processing, and journal entry preparation. 
• Identifies opportunities to improve efficiency, strengthen controls, and automate manual accounting and accounts payable processes. 
• Cross-trains in various areas within accounting to provide backup support. 
• Other duties as assigned.

WHAT ARE THE REQUIRED SKILLS FOR THIS ROLE?

• Demonstrated ability to flourish in a fast-paced, highly collaborative environment that requires exceptional organization, adaptability, and the ability to continually reprioritize competing responsibilities. Success in this role requires managing a significant volume of transactions across multiple channels, providing preliminary coding, serving as the first line of fraud prevention, and interacting with numerous individuals internally and externally to process transactions and resolve issues efficiently.
• Ensures assigned responsibilities are completed accurately and within established daily, monthly, and year-end deadlines
• High degree of attention to detail, trustworthiness, and comfort dealing with numbers, spreadsheets, financial information, and vendors.
• Strong knowledge of accounting focused on debits and credits and how accounting systems operate to ensure transactions are properly recorded. 
• Strong communication skills, with the ability to listen effectively, collaborate across teams, and build positive working relationships internally and externally. Demonstrates professionalism while representing the Company in interactions with employees, vendors, customers and other key stakeholders. 
• Provides responsive and professional support to vendors and internal stakeholders regarding payment status, account inquiries, and issue resolution.
• Ability to translate and effectively communicate financial concepts to various audiences with varying levels of financial acumen.
• Accountable for considerable monetary responsibility, complete confidentiality, and reporting with an extremely high degree of accuracy and integrity. 
• Excellent technology skills – advanced proficiency with spreadsheet applications and financial analysis tools with the ability to learn new technology as necessary. 

A bachelor’s degree in accounting, finance, or business administration, along with relevant professional experience, is typically required. Equivalent combinations of education and general accounting experience will also be considered.

PHYSICAL DEMANDS/WORK ENVIRONMENT

• This role is primarily a stationary office position requiring frequent operation of a computer and standard office equipment.
• The employee will occasionally need to move about the office to access files or equipment. 
• This role requires the ability to communicate and exchange information effectively. Close visual focus and the ability to adjust focus are necessary for computer work and reviewing documents.
• This is considered a hybrid position with at least 2 days in office required and may be adjusted to meet business needs. Office environment is open and desks offer sit/stand features. 

Equal Employment Opportunity Employer – Statement

At VGS, we are committed to fostering a workplace culture where everyone is welcomed, respected, and valued. We believe in creating an environment that encourages diverse viewpoints, experiences, and backgrounds, contributing positively to our organization’s strength and adaptability. Candidates across all markers of identity (age, race, gender, etc.) are highly encouraged to apply, even if every skill requirement does not match perfectly, because we believe in continuous improvement and support our employees in achieving goals and objectives.