Accounting Specialist - AP

JOB BRIEF

We are seeking a detail-oriented and highly organized individual to join our finance team as an
Accounting Specialist. This position plays a key role in ensuring the accurate and timely processing of financial transactions while maintaining effective collaboration across multiple departments. The ideal candidate will have a solid background in accounting, strong proficiency in Microsoft Office (especially Excel), and exceptional attention to details.

ROLE OBJECTIVE

The primary objective of the Accounting Specialist is to ensure the accuracy and integrity of the company's financial records through the efficient management of accounts receivable and accounts payable processes. This role is responsible for timely invoicing, collections, payment processing, account reconciliation, and financial reporting, while maintaining accurate vendor and customer account information.

KEY RESPONSIBILITIES include the following. Other duties may be assigned.

• Review, verify, and process vendor invoices for accuracy and proper authorization.
• Match vendor invoices to purchase orders and resolve discrepancies promptly.
• Enter vendor invoice data into the accounting system for payment processing.
• Prepare and process checks and electronic payments for vendors.
• Monitor vendor payment schedules to ensure timely disbursements and avoid late fees.
• Reconcile vendor statements and resolve outstanding balances.
• Review, verify, and distribute customer invoices, as well as reminder notices.
• Record, reconcile, and apply payments accurately against open customer invoices.
• Address and resolve discrepancies between payments and customer invoices.
• Monitor accounts receivable aging and identify overdue accounts.
• Contact customers to follow up on outstanding balances,
• Implement collection strategies to minimize outstanding balances (e.g. sales team, management, collection agents, or legal team as needed).
• Generate and maintain aging reports, payment status updates, collection progress and related financial analyses.
• Ensure compliance with tax regulations, including sales/use tax and 1099 reporting requirements.
• Assist in month-end and year-end closing (e.g. reconcile bank statement, filing 1099s).
• Establish and maintain credit limits and terms for customer in according with company credit policies and procedures.
• Monitor credit risks to minimize bad debt exposure by conducting periodic reviews.
• Release customer shipments in accordance with the company policy.
• Maintain organized and accurate records of invoices, payments, and correspondence.
• Provide requested documentation and information to support internal and external audits.
• Perform various office and administrative duties as required.
• Adhere to the Quality Management System.

QUALIFICATIONS, SKILLS AND PREFERRED ATTRIBUTES:

• Minimum of 2 years of experience in accounts payable.
• Accounts Payable experience and / or knowledge of accounting concepts acceptable
• Bachelor's degree in Accounting, Finance, or a related field.
• Proficiency in Microsoft Office, particularly Excel.
• Able to thrive in a mid-sized company setting (50-100 employees)
• Excellent attention to detail and accuracy in entering financial data.
• Ability to prioritize tasks, manage workload efficiently and meet deadlines.
• Ability to work independently and collaboratively in a team environment.
• Experience with SAP is a plus.

BENEFITS:

• Medical Insurance
• Dental Insurance
• Vision Insurance
• 401(k) & Employer Matching
• Company Paid Group Life Insurance
• Paid Time Off
• Paid Federal Holidays