ACCOUNTING SPECIALIST

Description

Accounting Specialist

Department: Accounting & Finance

Reports to: Trudy Brown, Director of Finance

Position Summary
The Accounts Receivable (AR) Specialist is primarily responsible for managing customer invoicing, payment processing, and collections to support healthy cash flow and accurate financial records. This role also provides backup support to Accounts Payable (AP), ensuring timely vendor invoice processing and payment when needed. The ideal candidate is detail-oriented, organized, and able to communicate effectively in a fast-paced service and equipment sales environment.

Key Responsibilities

• Accounts Receivable (Primary Focus) 
• Prepare and distribute invoices for equipment sales, service calls, and maintenance agreements.
• Record and apply daily financial transactions, including customer payments, credit card charges, and check drafts.
• Maintain accurate customer billing records and ensure timely invoicing
• Monitor accounts to ensure prompt payment and proactively follow up on past-due balances.
• Investigate and resolve billing discrepancies or payment issues.
• Support collections by sending reminders, making calls, and escalating when necessary.
• Reconcile customer accounts to ensure proper application of payments.
• Work closely with sales and service teams to verify billing accuracy and maintain customer data integrity.
• Accounts Payable (Backup Support) 
• Assist with processing vendor invoices, including coding, approvals, and entry into the accounting system.
• Support payment processing, including checks, ACH transfers, and credit card transactions.
• Communicate with vendors as needed to resolve invoice discrepancies or confirm payment status.
• Maintain organized vendor documentation, including W-9s and payment histories.
• Provide coverage during peak periods, absences, or as directed by management.
• Month-End, Reporting & Compliance 
• Assist with month-end closing tasks, including AR aging reports and accrual entries.
• Provide documentation for audits and ensure compliance with internal financial controls.
• Prepare and maintain AR-related reporting; support AP reporting when required.
• Other Duties 
• Perform other duties as requested or assigned by management.

Work Environment

• Office-based position with regular interaction across purchasing, service, and warehouse departments.
• Primarily sedentary, with approximately 85% of job duties performed at a computer workstation.
• Fast-paced and deadline-driven environment requiring accuracy and focus.
• Occasional extended hours may be necessary during month-end close or audits.
• Requires confidentiality and discretion when handling financial data and vendor information.

**Note:** The above job description is intended to describe the general nature and level of work being performed by individuals assigned to this position. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required. Management reserves the right to modify, add, or remove duties and to assign other duties as necessary.

Qualifications

Qualifications

• High school diploma or GED required.
• 2 years of experience in accounts payable or general accounting.
• Strong understanding of accounting principles and AP processes.
• Proficiency in accounting software and Microsoft Office (especially Excel).
• Strong attention to detail and organizational skills.
• Ability to work independently, manage time efficiently, and meet deadlines.
• Experience in equipment sales, service, or distribution environment is a plus.
• Professional communication skills, especially when working with vendors and internal departments.