Accounting Specialist

Position Summary and Nature of the Work

· The Accounting Specialist computes, classifies, and records numerical data to keep financial records complete. Performs any combination of routine calculating, posting, and verifying duties to obtain primary financial data for use in maintaining accounting records. May also check the accuracy of figures, calculations, and postings pertaining to business transactions recorded by other workers.

· The Account Specialist indirectly contributes to the success of the company by participating in the financial management of the company.

Essential Duties

The Accounting Specialist is responsible for supporting the day-to-day accounting operations of the company while ensuring accuracy, compliance, and timely financial reporting. Essential duties include:

· Manage and reconcile company cash activity, including bank transactions, deposits, and account reconciliations.

· Administer and reconcile company credit card programs, ensuring accurate coding and recording of expenses.

· Coordinate payroll processing activities, including payroll reporting, journal entries, deductions, and related reconciliations.

· Maintain vendor and customer records, including new account setup and ongoing account management.

· Provide oversight and backup support for accounts payable functions, including reconciliations and payment processing.

· Support accounts receivable activities, customer refunds, demand letters, and invoice management as needed.

· Prepare and manage maintenance agreement reporting, billing, renewals, and related service department support.

· Prepare and file sales and use tax returns and maintain compliance with applicable tax regulations.

· Develop, document, maintain, and improve accounting processes, procedures, and internal controls.

· Manage accounting-related service order workflows and ensure timely completion of assigned transactions.

· Prepare account reconciliations, journal entries, and supporting schedules as required.

· Assist with month-end and year-end closing activities, including preparation of annual 1099 reporting.

· Provide support to the Accounting Manager and Controller on special projects, financial analyses, and departmental initiatives.

· Maintain confidentiality of financial, employee, customer, and company information.

· Perform other duties and responsibilities as assigned.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. 

Supervisory Responsibilities

This position has no supervisory responsibilities

Accountability

The employee reports directly to the Accounting Manager and is responsible for keeping them informed of any problems, difficulties, or procedural errors that affect the employee’s performance or the proper completion of procedures.

Competencies 

To perform the job successfully, an individual should demonstrate the following competencies: 

• Adaptability: changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.
• Analytical: synthesizes complex or diverse information; collects and researches data; uses intuition and experience to complement data; designs work flows and procedures.
• Confidentiality: handles      all sensitive information, including customer data, company financial data, and proprietary trade secrets, with high integrity and discretion.
• Critical      Thinking: uses logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or      approaches to problems.
• Dependability:  follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies      appropriate person with an alternate plan.
• Initiative: volunteers readily; look for and take advantage of opportunities; asks for and offers help when needed.
• Innovation: generates suggestions for improving work; presents ideas and information in a manner that gets others' attention.
• Integrity: honesty and ethical practices
• Judgment: exhibits sound and accurate judgment; includes appropriate people in decision-making process; makes timely decisions.
• Motivation: demonstrates self-motivation, self-control, persistence and overcomes obstacles; measures self against standard of excellence.
• Organizational Support: follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; supports affirmative action and respects diversity.
• Problem Solving: identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops      alternative solutions; works well in group problem solving situations.
• Productivity/Time Management: meets productivity standards; completes work in timely manner; strives to increase productivity; works effectively and efficiently.
• Professionalism: approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.
• Quality: demonstrates accuracy, attention to detail, and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.

· Reasoning Ability: the employee must be able to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists, and he/she must be able to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

• Safety and Security observes safety and security procedures; reports potentially unsafe conditions; uses equipment and materials properly.
• Teamwork: balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; supports everyone's efforts to succeed.

Qualifications

To perform this job successfully, the employee must have the following education, skills and abilities. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· Education/Experience: Associate degree (A.A.) or equivalent from two-year college or technical school; or six months to one-year related experience and/or training; or equivalent combination of education and experience preferred. High school diploma or equivalent required.

· Experience: must have a minimum of 3 years of accounting experience.

· Skills: 

· Computer Skills: The employee must be proficient in using email, databases, and internet, spreadsheet, and word processing applications: specifically, Microsoft Office products (Word, Excel, PowerPoint, and Windows). The employee must be willing to learn how to use new software applications. Knowledge of Accounting, Inventory and Manufacturing software preferred.

· Internal Customer Service: responds promptly to internal customer needs; solicits feedback to improve service; responds to requests for service and assistance; meets commitments.

· Interpersonal Skills: focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to others' ideas and tries new things.

· Language Skills: 

§ Reading and Comprehension: the employee must be able to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations; to write reports, instructions to employees, and basic business correspondence; and to effectively present information and respond to questions from groups of managers, internal customers, and vendors.

• Oral Communication: speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; participates in meetings.
• Written communication: writes clearly and informatively; edits work for spelling and grammar; able to read and        interpret written information.

· Mathematical Skills: ability to choose the right mathematical methods or formulas to solve a problem. 

· Accounting: knowledge of accounting principles and practices, banking and the analysis and reporting of financial data.

· Planning/Organizing: prioritizes and plans work activities; uses time efficiently.

· Technical Skills: assesses own strengths and weaknesses; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.