Accounting Specialist I

Accounting Specialist

The Accounting Specialist is responsible for supporting the day-to-day financial operations of the organization through the accurate and timely management of accounts payable, accounts receivable, invoicing, collections, reconciliations, and financial recordkeeping. This role serves as a key point of contact for vendors, customers, and internal departments, ensuring transactions are processed accurately, billing issues are resolved promptly, and financial records are maintained in accordance with company policies and Generally Accepted Accounting Principles (GAAP).

The ideal candidate is highly organized, detail-oriented, and capable of managing a high volume of transactions while maintaining accuracy and meeting deadlines. This position also supports financial reporting, audits, process improvements, and special projects that contribute to the overall efficiency of the accounting function.

Essential Duties and Responsibilities

• Process and maintain accounts payable and accounts receivable transactions, ensuring invoices, payments, and customer receipts are accurately recorded and processed in a timely manner.
• Review vendor invoices for proper coding, approvals, supporting documentation, and payment accuracy before processing.
• Generate, review, and distribute customer invoices while ensuring billing information is accurate, complete, and aligned with contractual agreements.
• Monitor accounts receivable aging reports, follow up on outstanding balances, and coordinate collection efforts in accordance with company policies.
• Communicate professionally with customers regarding payment discrepancies, short payments, unapplied cash, disputed invoices, and account status inquiries.
• Establish and maintain positive working relationships with vendors, customers, and internal stakeholders to facilitate timely issue resolution and accurate financial processing.
• Research, investigate, and resolve billing discrepancies, account variances, payment issues, and vendor or customer disputes by reviewing supporting documentation and collaborating with appropriate departments.
• Perform routine account reconciliations for customer accounts, vendor statements, general ledger accounts, and other assigned balances to ensure accuracy and completeness.
• Prepare purchase orders and assist with tracking expenditures to support operational and procurement activities.
• Work closely with logistics, operations, customer service, and other departments to resolve invoicing concerns, shipment-related billing issues, and documentation discrepancies.
• Analyze accounts payable and accounts receivable data to identify trends, discrepancies, aging concerns, and opportunities for process improvement.
• Assist with month-end and year-end closing activities, including reconciliations, reporting, accrual support, and audit preparation.
• Maintain organized and accurate financial records, ensuring documentation is readily available for audits, reporting requirements, and management review.
• Record accounting transactions in accordance with GAAP and company policies while maintaining strong internal controls and financial integrity.
• Support external audits and internal reviews by providing requested documentation, account analysis, and transaction support.
• Prepare routine reports related to cash receipts, outstanding receivables, vendor balances, payment activity, and other key financial metrics.
• Identify opportunities to improve accounting processes, increase efficiency, and strengthen internal controls.
• Participate in special projects and perform additional accounting and administrative duties as assigned.

Qualifications

Education and Experience

• Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred.
• Minimum of 2 years of experience in accounts payable, accounts receivable, bookkeeping, accounting support, or a related financial role.
• Experience working in a high-volume transaction environment preferred.
• Experience with ERP systems, accounting software, and Microsoft Office applications, particularly Excel.

Knowledge, Skills, and Abilities

• Working knowledge of accounting principles, accounts payable, accounts receivable, and general ledger functions.
• Strong attention to detail and commitment to accuracy.
• Ability to analyze financial information, identify discrepancies, and develop effective solutions.
• Strong organizational and time management skills with the ability to prioritize multiple tasks and deadlines.
• Effective verbal and written communication skills.
• Ability to maintain confidentiality and exercise discretion when handling sensitive financial information.
• Proficiency in Microsoft Excel, including formulas, sorting, filtering, and data analysis functions.
• Ability to work independently while also collaborating effectively with cross-functional teams.

Working Conditions & Physical Requirements

• Work is performed primarily in a professional office environment.
• Requires prolonged periods of sitting, typing, and working on a computer.
• Occasionally required to lift, carry, or move office materials weighing up to 20 pounds.
• May be required to work additional hours during month-end, year-end, audit periods, or special projects to meet business needs.

Core Competencies

• Attention to Detail
• Financial Analysis & Problem Solving
• Accounts Payable & Accounts Receivable Management
• Account Reconciliation & Discrepancy Resolution
• Vendor and Customer Relationship Management
• Organization & Time Management
• Technical Proficiency (ERP Systems, Accounting Software, and Microsoft Excel)
• Communication, Integrity & Confidentiality
• Process Improvement & Continuous Learning