ACCOUNTING ASSISTANT - PAYABLE AND RECEIVABLE

 REPORTS TO:  A/R MANAGER

POSITION SUMMARY

The primary purpose of this position is to play a key role in delivering exceptional customer service and support to customers, vendors, and internal staff while balancing the daily needs of the accounting department and office functions. 

CORE RESPONSIBILITIES

Must always maintain a professional appearance and attitude. 

Office Partner (daily breaks, lunch, vacation, & misc. needs)

Be Aware of Company Policies and Procedures

Special projects and other duties as assigned

Accounts Payable:  

Set up and maintain vendor accounts for accuracy

File and maintain vendor files.

Responsible for vendor inquiries

Pull and release vendor payables and print checks for a weekly payable run

Review vendor statements for accuracy. 

Enter Direct Shipment POs for vendor payment and generate customer invoicing

Process Credit Memos for customers for returned products

Enter employee expenses for payment to be paid on the 15th and last day of the month

Enter all payables for office supplies, maintenance, service, shop supplies, etc. 

Receive & organize employee Visa and American Express credit card statements by deadline dates

Accounts Receivable:

Set up and maintain customer accounts for accuracy. 

Review credit applications and credit reports on our customers.

Manage and monitor customer credit limits.

Responsible for customer credit hold validations. 

Assist with the collection of past due accounts. 

Access online ACH reporting daily to process cash receipt payments- backup. 

Enter cash receipt payments for checks received daily- backup. 

Retrieve, acknowledge, and/or submit purchase orders/invoices/credits for customers online portals.

Process credit card payments and send receipts to cardholders.

Responsible for customer inquiries for copies of invoices/credits/statements, etc. 

Other Responsibilities:

Prepares work to be accomplished by gathering and sorting documents and related information.

Pays invoices by verifying transaction information, scheduling, preparing disbursements, and obtaining payment authorization.

Obtains revenue by verifying transaction information, computing charges and refunds, and preparing and mailing invoices.

Collects revenue by reminding delinquent accounts and notifying customers of insufficient payments.

Prepares financial reports by collecting, analyzing, and summarizing account information and trends.

Maintains accounting ledgers by posting account transactions.

Verifies accounts by reconciling statements and transactions.

Resolves account discrepancies by investigating documentation, issuing stop payments, and adjusting.

Maintains financial security by following internal accounting controls.

Secures financial information by completing database backups.

Maintains financial historical records by filing accounting documents.

Contributes to team effort by accomplishing related results as needed.

CORE COMPETENCIES

Demonstrates the highest level of detail orientation, organizational skills, and the ability to multitask efficiently

Demonstrates a sense of urgency to attain and exceed desired results

Demonstrates a sense of confidentiality

Ability to leverage a variety of resources and work through others

Ability to balance simultaneous projects while meeting assigned project timelines

Advanced oral and written communication skills with the ability to write and edit business correspondence

Able to maintain a high level of confidentiality

Self-directed, detail-oriented, and flexible

Willingness to learn and perform any/all work duties

Forward-looking thinker who actively seeks opportunities and proposes solutions

Other core competencies will be defined by your direct supervisor/manager

CORE EXPERIENCE AND EDUCATION

Associate or bachelor’s degree in business, accounting, or a related field.

2+ years' experience in accounting.  

Self-leadership, interpersonal communication, and relationship-building skills

Ability to handle and prioritize multiple tasks, work under pressure, and meet all deadlines

Exhibit a high level of professional conduct, integrity, and accountability

Must have the ability to make recommendations to effectively resolve problems or issues, by using wise judgment that is consistent.

Proficiency in Microsoft Office

Knowledge in Epicor and Salesforce

Ability to travel as needed for the role, estimated at 10%

MENTAL/PHYSICAL REQUIREMENTS

Ability to be on your feet while performing job requirements

Ability to sit for periods depending on the job requirements. 

Frequent alpha/numeric keyboarding.

Ability to use a computer for periods. 

Ability to exert up to 10-20 pounds occasionally. 

Ability to balance, reach, and grasp as needed for the job.

Ability to crouch, grasp, and lift products above shoulders to lift boxes and products from the floor properly.  

WORK SCHEDULE

This position requires a 40-hour minimum work week. 

This position is located in the office, not remote or hybrid. 

This position is non-exempt.