Accounting Specialist

Full-time Description

General Statement of Duties: Responsible for executing core accounting functions including accounts payable, vendor management, and financial record keeping while maintaining accuracy and compliance standards.

Essential Functions

• Vendor Management
• Manage vendor relationships by processing and verifying invoices for accuracy, ensuring timely payments, managing float, and negotiating payment terms
• Reconcile statements, communicate discrepancies, and maintain compliance with company policies and financial regulations
• Collaborate with Accounting Manager to develop and implement procedures that optimize cash flow management
• Establish and maintain W-9 documentation and vendor master files
• Coordinate with vendors on payment disputes and credit memos
• Source Document Maintenance
• Maintain accurate records of all financial transactions with particular focus on accounts payable documentation, including purchases, service fees, and vendor payments
• Monitor banking records, ensure accounts are accurate and reconciling any discrepancies
• Maintain organized digital and physical filing systems for all financial documents
• Process employee expense reports and reimbursements
• Perform monthly bank reconciliations and investigate discrepancies
• Compliance and Risk Mitigation
• Ensure payments are made according to company policy and legal regulation, by implementing thorough checks and balances to prevent fraudulent activity
• Identify potential risks within the AP process and take proactive measures to minimize them through practices like invoice verification, approval procedures, segregation of duties, and regular audits
• Maintain audit trails for all financial transactions
• Assist in preparing documentation for external audits
• Monitor and report on sales tax compliance
• Ensure 1099 reporting requirements are met
• Collaboration and Communication
• Partner with Accounting Manager to develop monthly closing schedules and ensure deadlines are met through effective workflow management and priority setting
• Provide regular status updates to Accounting Manager on cash flow projections, aging reports, and potential payment issues requiring management attention
• Support Accounting Manager in preparing financial reports and analysis by maintaining accurate and timely records, flagging variances, and suggesting process improvements
• Coordinate with department heads to resolve invoice coding and approval issues
• Participate in accounting team meetings and cross-functional projects
  
  

Qualifications

Associate or Bachelor's degree in Accounting, Finance, or Business Administration

Required Skills And Knowledge

• Demonstrated experience in accounts payable and cash flow management
• Proficiency in accounting software and financial reporting systems
• Strong analytical and problem-solving abilities
• Excellent attention to detail and organizational skills
• Advanced Microsoft Excel skills
  
  

Professional Competencies

• Strong written and verbal communication skills
• Ability to maintain confidentiality with sensitive financial information
• Exceptional time management and prioritization abilities
• Experience in process improvement and documentation
• Detail-oriented with high accuracy standards
  
  

Experience

• Minimum 2-3 years of bookkeeping or accounting experience
• Experience with automated accounting systems and financial databases
• Background in vendor management and payment processing
  
  

Working Conditions

• The role may require sitting for prolonged periods of time at a standard workstation
  
  

Benefits

• Competitive salary and benefits package.
• Opportunities for professional development and continuing education.
• A supportive work environment focused on patient care and staff wellbeing.