Accounting Administrator

Job Description

Job Description

Position Summary:

The Accounting Administrator will primarily be responsible for the coordination of accounting administration and operational functions that includes compiling information between the job tracking system and the corporate accounting system. This position may provide specific support that is beneficial to one regional office, and that may involve essential job responsibilities unique to that regional office, such as monthly performance reports, financial analysis, or expense variance review. The Accounting Administrator will work collaboratively with the Regional Accounting Supervisor, Accounts Payable, and Accounts Receivables departments; and may also perform tasks in support of corporate accounting (invoicing, financial audits, and various administrative tasks). Operational support may include shipping / receiving activities and assisting with new hire paperwork processing. 

Essential Job Duties and Responsibilities:

• Process vendor invoices with accuracy; submit invoices to Corporate AP for timely remittance.
• Perform reconciliation and retention of employee credit card transactions and related documentation. 
• Obtain proper information necessary for new vendor set-up, and new or expanded credit requests. Collect applications for credit from new customers as needed, collect W-9 or other documentation, and submit to Corporate AR for credit determination. 
• Perform accurate data entry into accounting systems to track and monitor purchased materials, and services or goods. 
• Identify discrepancies, communicate issues with internal and external managers, and work with vendors to correct or escalate if necessary.
• Create purchase orders and/or requisitions for job related materials and services when requested by management. Code vendor purchase orders with the appropriate GL account / location and note adjustments.
• Track and resolve open purchase orders; comply with purchasing policies, processes, and procedures.
• Review AR aging to ensure compliance with Company and/or customer specifications; initiate collection efforts as required.
• Maintain accounts receivable customer files and related records. Correctly process and timely deliver customer invoices; retain customer files and invoice information.
• Assist with month-end closing responsibilities, and work to meet all month-end / close deadlines.
• Handle cash receipts according to policy, including merchant processing of AR credit cards.
• Assist with ordering of office, janitorial, and kitchen supplies utilizing approved purchasing processes.
• Perform front office reception duties, including receiving and transferring incoming telephone calls, and greeting and directing visitors.
• Perform general clerical duties such as copying, scanning, filing of records, processing incoming and outgoing mail.
• Perform all other tasks as necessary or assigned.

Minimum Qualifications (Experience, Skills, and Education):

• High school diploma or equivalent. Associate degree or higher in accounting, business, finance, or similar highly preferred. 
• Minimum two (2) years’ experience of recent, successful office accounting (AR, AP, bookkeeping) experience is preferred. 
• Minimum two (2) years recent experience with accounting software preferred, but not required.
• Good to excellent knowledge of Microsoft Office Suite to include Word, Outlook, and Power Point. Advanced Excel and data entry skills with excellent typing speed and accuracy necessary.
• Understanding of insurance as it relates to vendors, 1099 compliance, and independent contractor requirements.
• Excellent written and oral communication and interpersonal skills with internal and external stakeholders, and all levels of staff.
• Excellent organizational and prioritization skills; is detail oriented, manages time efficiently and has the ability to multi-task successfully.
• Effectively able to maintain discretion and confidentiality of sensitive information as appropriate, safeguards vendor and customer information.
• Exceptional problem-solving skills
• Demonstrated ability to work under deadlines and timeframes effectively with a customer service demeanor.

Physical Requirements and Working Conditions:

Normal, temperature-controlled office environment. Work includes frequent work at a computer terminal with extended periods of sitting, occasional walking, and lifting up to 10 pounds. Frequent use of keyboard / mouse, cellular and land-line telephones, and standard office equipment. The Accounting Administrator may need to occasionally perform work in a non-temperature controlled or warehouse environment.

Additional Requirements:

Must be able to work in a high functioning team environment. Display the highest levels of honesty, integrity, and professionalism. Take pride in your work and in the company. Communicate openly and strive for peak performance in daily tasks. Know and deliver the quality service MEI’s customers have come to expect.

Disclaimer: This job description is intended to summarize the type and level of work performed by an Accounting Administrator and is not an exhaustive list of all duties, responsibilities, and/or requirements. MEI reserves the right to change or modify this job description or the essential duties of the job, as necessary.

MEI is an Equal Opportunity, M/F/Disabled/Vet Preferred Employer.