Senior Accounting Specialist

Job Description:

POSITION SUMMARY:

The Vendor Setup Senior Accounting Specialist plays a critical role in supporting the company’s procure-to-pay process by processing vendor setup and maintenance requests, assisting with 1099 reporting, and preparing journal entries for cost transfers. This role ensures that vendor information is accurately captured, maintained, and compliant with internal policies and regulatory requirements. This role ensures the accuracy and timeliness of financial data across multiple accounting systems and adheres to internal controls and regulatory requirements. They are responsible for processing vendor onboarding requests, validating tax identification and banking information, as well as maintaining the integrity of the vendor master database. 

This role requires a strong attention to detail, proficiency with accounting software and ERP systems, and the ability to work effectively in a fast-paced, team-oriented environment. The ideal candidate demonstrates initiative, a commitment to continuous improvement, and a foundational understanding of GAAP and internal control principles. The individual must be organized, efficient, and able to follow standardized procedures with consistency.

PRIMARY RESPONSIBILITIES:

40% - Vendor Setup and Maintenance Support: Serves as the primary headquarters contact for all HQ and Tire Centers regarding vendor onboarding and ongoing vendor maintenance. Responsibilities include initiating and validating vendor setup and changes within accounting systems, ensuring proper documentation (e.g., W-9 forms, vendor invoices, and authorization approvals) is collected and retained in compliance with company policies and IRS regulations. Conducts TIN (Taxpayer Identification Number) verifications, validates vendor data for accuracy and completeness, and responds to inquiries related to vendor records. Ensures timely resolution of discrepancies and supports internal audit and compliance efforts.

20% - System Implementation and Process Improvement: Actively participates in testing and user validation for financial system implementations and enhancements, including projects such as AW1, ProcessMaker, and AP Automation. Updates process documentation and standard operating procedures (SOPs) as needed to reflect system changes and improved workflows. Provides feedback to technical teams to support user-friendly and efficient system functionality.

20% - 1099 Reporting and Compliance: Supports the monthly and annual 1099 reporting process, including vendor data reconciliation, compliance reviews, and timely submission to federal and state agencies. Assists in identifying discrepancies and correcting vendor records to ensure accurate tax reporting.

15% - Journal Entries and Transaction Processing: Prepare and post accurate journal entries related to cost transfers, including reclassifications and adjustments. Process system-generated requests, verifies the proper coding and supporting documentation, and ensures clearing accounts are reconciled and zeroed out daily.  Ensure all entries are accurately documented and comply with company policy and accounting standards.

5% - Document Management and Administrative Support:  Maintains accurate and well-organized financial records in accordance with department record retention policies. Performs administrative duties such as document scanning, indexing, electronic and physical filing, and general mail handling. Ensures documentation is readily accessible for audits and process reviews.

MINIMUM REQUIREMENTS:

Educational/Experience Requirements: 

• Associate’s degree in Accounting, Finance, or related field preferred

• 2+ years of progressive accounting experience, preferably in a multi-entity or retail environment

• Demonstrated experience with general ledger and financial close processes

Core Technical Skills/Knowledge: 

• Proficiency in Excel (advanced Excel, pivot tables, VLOOKUP)

• Familiarity with Google Workspace and Microsoft Office is preferred

• Familiarity with mid to enterprise level ERP systems (Oracle NetSuite, SAP)

• Accurate 10-key proficiency (still applicable in some high-volume environments)

• Strong analytical, problem-solving, and organizational skills

• Ability to work independently with limited supervision

• High attention to detail and strong numerical accuracy

• Strong analytical, problem-solving, and organizational skills

• Intermediate journal entry and intercompany transaction experience

• Ability to support system testing, UAT, and data validation during software implementations and upgrades

Specialized Senior Accounting Specialist Technical Skills/Knowledge: 

• Process new vendor setup requests and ensure all required documentation (e.g., W-9s, bank details) is accurate and complete

• Maintain vendor records in ERP or procurement systems

• Perform TIN matching and verify tax forms (e.g., W-9, W-8BEN)

• Validate and enter banking information securely for ACH payments

• Collaborate with Accounts Payable and Procurement teams

• Ensure compliance with company policies and regulatory standards

• Familiarity with vendor master data standards is highly valued

• 1+ years experience with Les Schwab Accounting systems and processes preferred

Physical Requirements: Primarily sedentary position; frequently required to sit, occasionally required to stand, walk, stoop, kneel, and bend. Requires frequent and repetitive use of hands and fingers to operate computer, mouse, keyboard, and office related equipment and the ability to reach with hands and arms. The employee may occasionally lift up to 20 pounds.  Specific vision abilities required by this job include close visual acuity and the ability to adjust focus.  Requires the ability to communicate verbally and exchange information over the phone and in person.

Work Environment: - Office, non-manual work; the worker is not substantially exposed to adverse environmental conditions.

BENEFITS:

• Quarterly profit-sharing bonus

• Medical, dental, vision, and life insurance

• Company-funded retirement plan - no cost to employee

• Paid holidays

• Paid time off

• Tuition Assistance

• Employee discount

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions/primary responsibilities. This job description is not all inclusive and is subject to change. Additional duties, responsibilities, and tasks may be assigned, as necessary. Employment remains “AT WILL” at all times.