What are the responsibilities and job description for the Accounts Payable/Bookkeeping Specialist (Hybrid eligible) position at Ernst Instruments?
Who We Are
Ernst Instruments is a premier distributor and manufacturer of process observation equipment that has been providing solutions for over 50 years. Based in Sparta, NJ, we specialize in high-quality flow and level control products for critical industries ranging from pharmaceutical and food beverage to oil and gas. Now part of the Clark-Reliance family since 2023, we combine a family-style culture with the resources and stability of a market leader to drive our growth. We invite dedicated professionals to join our collaborative environment where commitment to employee growth and customer satisfaction are at the core of everything we do.
Hybrid Schedule available after 6 months service and attainment of training goals. Hybrid schedule will be 3 days in office and 2 days remote.
What We’re Looking For:
The ideal candidate will have Accounts Payable and/or Bookkeeping experience with the ability to manage all aspects of the A/P process and assist with some A/R work for Ernst Instruments & GPImeters.com. Manage all aspects of the A/P process for Ernst Instruments & GPImeters
Duties and Responsibilities:
- Perform full-cycle Accounts Payable functions and general accounting team functions such as data entry and other duties as required.
- Complete monthly credit card reconciliations to ensure transactions are accurately recorded in QuickBooks Desktop.
- Match shipments with invoices to reconcile and resolve discrepancies with vendors via phone, email or mail.
- Monitor A/P emails and respond professionally and promptly to all vendor requests.
- Manage the AP aging report to make timely ACH and Check payments.
- Prepare and present reports on accounts payable performance including key metrics and recommendations.
- Fill out registrations to set up new vendors.
- Collaborate with cross-functional teams on expense tracking to ensure financial alignment.
- Assist with month-end closing and perform month end closure tasks.
- Support 1099 processing and reporting.
- Provide documentation for audits and assist with compliance initiatives, ensuring adherence to accounting procedures.
- Collaborate with the inventory management team to reconcile physical inventory counts with accounts payable records, investigate discrepancies, and ensure accurate inventory valuation at year-end.
- Perform Root Cause Analysis to identify and prevent errors.
- Maintain thorough documentation of financial transactions and provide accurate reporting as requested by leadership.
- Align with the purchasing and receiving teams to ensure that there are no gaps and all tasks are harmonized including but not limited to vendor returns.
- Help with filing and paying monthly, quarterly, semi-annual and annual sales tax.
- Assist with the creation and revision of procedures for the responsibilities of the position.
- Help to identify process efficiencies and recommend solutions.
- Cross train as backup to perform Accounts Receivable Specialist duties and responsibilities for when the A/R Specialist is out of the office.
- Assist with special projects and other tasks assigned by the General Manager, Controller or CFO
- Interact and communicate with all levels of employees within the Company, as well as suppliers, customers and peers effectively.
- Comply with policies, procedures, standards and rules of the Company.
- Maintain work area in a clean, orderly and safe manner.
- Punctual, regular and consistent attendance.
- Perform all other job-related duties as assigned.
Required Education and Experience
- High School Diploma or GED required.
- Minimum two years’ experience in Accounts Payable or Bookkeeping. In lieu of two years’ experience, a bachelor’s degree in accounting will be acceptable.
- Ability to read, write, and follow verbal instructions in Standard English is required.
- Strong interpersonal skills with listening, consultative and problem-solving skills.
- Proficient in MS Office products, specifically Word, Excel, Teams, PowerPoint.
- Ability to handle complex projects and tasks independently within established standards.
- Ability to handle multiple responsibilities at a time and be self-motivated and proactive.
- Ability to function and thrive in a team environment with an appreciation of aggressive goals.
- Ability to type 50 WPM or faster.
Preferred Education and Experience
- Bachelor's degree
- Two years’ experience with QuickBooks
- Dynamic Excel Skills using Pivot Tables, Conditional Formatting and Data Validation
Physical and Technical Environment
- Must be able to sit, stand, walk, reach with hands and arms, bend and stoop in a normal office and manufacturing environment.
- Ability to routinely travel throughout multi-floor office and shop area walking, climbing stairs, utilizing elevator.
- Exposure to varying environments, changing deadlines, strict time constraints.
- Minimal lifting up to 50 pounds occasionally.
- This position may require occasional overtime depending on business needs. Candidates should be prepared to work additional hours when necessary.
- Based on satisfactory job performance and the completion of 6 months in person, the position is deemed eligible for remote work 2 days per week as assigned by management. Productivity and performance standards must be maintained when remote, and in person work will be required if the Accounts Receivable Specialist is out with planned or un-planned time off.
Benefits
- 401K
- Employee Referral Bonus Program
- Tuition Reimbursement
- Career Development Opportunities
- Training Opportunities
- Paid Holidays
- Medical, Dental and Vision Benefit Plans
- Paid Vacation
Note: The statements above are intended to describe the general nature and level of work being performed by people assigned to the job. They are not construed to be an exhaustive list of responsibilities, duties and skills required of personnel in the job. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.