What are the responsibilities and job description for the Accounting Specialist position at Palmer Hamilton Llc?
Position Objective
Provide advanced accounting support to the Staff Accountant, Controller, CFO, vendors, and internal and external customers. The Accounting Specialist ensures accurate and timely processing of accounts payable and accounts receivable, assists with month-end closing activities, and contributes to maintaining effective internal controls and compliance with company policies.
Position Functions
Accounts Payable
- Review and reconcile required documentation (packing slips, purchase orders, and requisitions).
- Accurately enter invoices into the accounting system in a timely manner.
- Maintain electronic and physical records of invoices and related documents.
- Research and resolve discrepancies related to past due invoices, missing backup, or vendor statements.
- Serve as a point of contact for vendor inquiries regarding A/P.
- Prepare and process check runs; ensure proper matching of invoices to backup documentation.
- Perform monthend duties including accruals and reconciliations.
Accounts Receivable
- Prepare and record daily deposits; enter cash receipts into the accounting system.
- Generate and distribute invoices; maintain organized filing of A/R documentation.
- Review and reconcile A/R trial balance reports; make collection calls and investigate discrepancies.
- Perform assigned monthend closing duties, including reconciliations and reporting.
- Monitor and enforce credit policies and procedures for new and existing customers.
General Accounting Support
- Assist with balance sheet reconciliations, journal entries, and other accounting tasks as needed.
- Support periodic audits by preparing requested documentation and reconciliations.
- Provide backup support to the Staff Accountant for payroll, reporting, or other accounting functions.
- Participate in process improvement initiatives to enhance efficiency and accuracy in accounting operations.
Position Expectations
- Provide professional, accurate, and timely service to vendors, customers, and internal stakeholders.
- Respond to inquiries within 48 hours of receipt.
- Process invoice entries within 72 hours of receiving all required information.
- Complete A/R invoicing on the same day shipping supplies the required paperwork.
- Review A/R trial balances and perform collections activity as directed.
- Complete special projects and assignments accurately and on time.
- Proactively identify and escalate issues that may impact financial accuracy or compliance.
- Assist with front desk coverage as needed.
Qualifications
- 35 years of progressive A/P and A/R experience required; prior experience as an Accounting Clerk or similar role preferred.
- Associate’s degree in Accounting required; Bachelor’s degree in Accounting or Finance preferred.
- Strong knowledge of GAAP principles and general accounting processes.
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook) required.
- Experience with Business Central or Microsoft Dynamics strongly preferred.
- Excellent organizational skills and attention to detail with the ability to manage multiple priorities.
- Strong communication and interpersonal skills with a commitment to integrity and confidentiality.
About Palmer Hamilton Llc
For nearly 100 years, Palmer Hamilton has been a leader in designing innovative furniture and creating inspiring spaces for K-12 and higher education, libraries, corporate offices, makerspaces, and healthcare. Join a legacy of excellence driven by quality, innovation, and a dynamic team of over 150 passionate professionals. We don’t just make furniture—we transform spaces that enhance learning, collaboration, and creativity. At Palmer Hamilton, your ideas matter, your contributions make a difference, and your career can thrive. Be part of our journey to shape spaces and inspire futures. Explore careers with us today!
