Accounting Specialist

The Accounting Specialist is responsible for supporting the day-to-day accounting operations of the company, with a primary focus on billing, accounts receivable, collections, and customer account management. This position ensures timely and accurate invoicing, effective collection of outstanding receivables, proper cash application, and compliance with company accounting policies. The Accounting Specialist works closely with customers, sales teams, and management to maintain healthy cash flow and accurate financial records.

Billing & Accounts Receivable

• Prepare and distribute customer invoices accurately and timely.
• Validate billing information, pricing, purchase orders, and supporting documentation prior to invoicing.
• Monitor customer accounts and maintain accurate accounts receivable records.
• Apply customer payments and reconcile outstanding balances.
• Investigate and resolve billing discrepancies and customer inquiries.
• Generate recurring invoices and customer statements as required.
• Maintain customer account records and billing documentation.

Collections

• Monitor aging reports and proactively follow up on past-due accounts.
• Contact customers via phone, email, and written correspondence regarding outstanding balances.
• Negotiate payment arrangements when appropriate and within company guidelines.
• Escalate delinquent accounts to management as necessary.
• Document collection activities and maintain detailed collection notes.
• Assist in reducing Days Sales Outstanding (DSO) and improving cash collections.

Accounting Functions

• Perform account reconciliations and resolve discrepancies.
• Assist with month-end and year-end closing activities.
• Prepare journal entries and supporting schedules.
• Maintain accounting records in accordance with company policies and procedures.
• Support external audits by providing requested documentation.
• Assist with financial reporting and analysis as assigned.
• Ensure compliance with applicable accounting standards and internal controls.

Administrative Support

• Maintain organized financial records and customer files.
• Respond professionally to internal and external inquiries.
• Collaborate with sales, operations, and customer service teams to resolve account issues.
• Participate in process improvement initiatives to enhance efficiency and accuracy.

Qualifications

Education and Experience

• Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or related field preferred.
• Minimum of 2 years of accounting, accounts receivable, billing, or collections experience.
• Experience with Khameleon ERP or similar enterprise resource planning (ERP) systems is a plus.

• Experience in customer-facing collections activities is highly desirable.

Knowledge, Skills, and Abilities

• Strong understanding of accounting principles and accounts receivable processes.
• Knowledge of billing, collections, cash application, and account reconciliation.
• Proficiency in Microsoft Excel and Microsoft Office applications.
• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Strong analytical and problem-solving skills.
• Ability to maintain confidentiality and professionalism.

Key Performance Indicators (KPIs)

• Invoice accuracy rate.
• Collection effectiveness and cash collections.
• Days Sales Outstanding (DSO).
• Aging accounts receivable balances.
• Timeliness of billing and payment application.
• Number of billing disputes resolved.
• Accuracy of account reconciliations.