Accounting / AP Specialist

Job Summary / Responsibilities:

Responsible for performing assigned accounting and accounts payable functions in an accurate, timely, and professional manner. Supports WeldFit’s financial operations by processing invoices, maintaining vendor records, assisting with reconciliations, and ensuring compliance with company policies and procedures.

Responsibility

• Contacts department personnel, account representatives or other appropriate personnel regularly to resolve problems; keeps all parties informed and serves as a reference source.    
• Answers multi-line telephone system, takes accurate messages, and screens and directs telephone calls for management in a professional manner.     
• Maintains files in an organized and accessible manner to include updating information, purging files on a regular basis and creating new filing system as needed. 
• Provides administrative support for special projects to include research, compiling data and preparation of summary reports based on results.     
• Inventories and orders office supplies and equipment as directed.    
• Opens and distributes incoming mail on a daily basis.    

General Accounting 

• Supports Accounting Manager in completing basic bookkeeping and accounting tasks.
• Prepare statements, invoices and vouchers.
• Determines if funds are available for expenditures or requisitions and posts to proper account; monitors fund/account balances and notifies appropriate personnel when limits are reached.

Accounts Receivable  

• Perform posting of cash receipts, expenses, or other transactions to journals or ledgers and verifies accuracy.         
• Invoicing, vouchers, or other documents for corrections before entering
• into records. Sorts and files documents, and preforms calculations.
• Analyzes, investigates and corrects accounting entries as needed.        
• Daily collection calls (1 hour)/follow up.     
• Report pas due customers to upper management.            
• Enter new customers in accounting software – with Accounting Manager approval (collect / maintain sales tax exemption certificates).

Accounts Payable

• Examines records of amounts due and makes sure invoices are paid according to terms and discounts taken. 
• Processing invoices for verification, expense coding, and drafting of payment checks or vouchers. 
• Supplies regular or written reports.
• Suggests improvements in processes to increase effectiveness of unit.              
• Oversees AP record keeping. Invoices and calculation of discounts. Ensures expense coding, voucher preparation, and check issuance are accomplished accurately and timely.      
• Produces various reports for management including AP register.              
• Enter new vendors in accounting software (collect/maintain W-9’s).     
• Vendor inquires communications – via telephone/email.
• Verification of correct costs, quantities, and management approval for invoices.         
• Match backup documents and enter with correct GL code.          
• Print A/P checks for invoices approved by Accounting Manager.