Accounting Specialist

Job Description

Job Description

Stinebaugh & Company is a locally owned and operated business. We are a small but mighty team of professionals focused on exceptional customer service and represent over 70 nationally known and respected heating, ventilation and air conditioning manufacturers. A dog friendly environment and fun-loving group of individuals makes this an interesting place to call your work-home. Excellent pay and benefits to include: Health/Dental/Vision Insurance, Paid Leave, Holiday Pay, 401k, Fitness Reimbursement, and Tuition Reimbursement.  A full list of benefits to be provided upon request.

Purpose and/or Summary of Position:

The Accounting Specialist is a core operational professional responsible for the integrity of the company’s full-cycle financial transactions. This role manages the fluid movement of funds through Accounts Payable and Accounts Receivable, while serving as the critical link between the Sales/Orders team and the General Ledger. By maintaining rigorous documentation for project Releases and inventory adjustments, the Accounting Specialist ensures that the company’s financial reporting is accurate, timely, and reflective of real-time business operations.

Essential Functions:

Revenue & Accounts Receivable (AR) Management

• Execute the full-cycle AR process, including the generation of customer invoices, credit memos, monthly statements and full review of project releases and new orders for accuracy and completeness before they move to billing.
• Manage all incoming revenue streams (Cash, Check, CC, ACH), ensuring daily bank deposits are prepared and reconciled.
• Drive the collections process by monitoring customer aging reports and maintaining professional outreach for payment status.
• Research and resolve payment discrepancies and process customer prepayments with high precision.
• Process warehouse releases in coordination with the Parts Department, ensuring customers are billed correctly and general journal entries are captured in the company’s accounting software.

Expenditure & Accounts Payable (AP) Management

• Manage the full-cycle AP process, including vendor invoice entry, weekly AP reporting for approval, and the execution of check runs and ACH payments.
• Protect company assets by performing positive pay uploads and reconciling monthly vendor statements and petty cash.
• Facilitate internal logistics by processing employee reimbursement requests and reconciling company credit card statements.
• Maintain the integrity of vendor and customer databases to ensure seamless communication and reporting.

Inventory Stewardship & Systems Support

• Manage inventory data, including the entry of new items and the execution of count adjustments.
• Act as the financial liaison to the Parts Department regarding product costs, descriptions, and input status.
• Support the year-end inventory audit and reconciliation process.
• Support to the Controller as back-up for payroll, the general ledger and financial reporting.

Education, Certification and Licensure:

• Associate Degree in Accounting, Finance, or related field preferred.

Experience:

• Three years of experience performing bookkeeping or general accounting.
• Advanced working knowledge of MS Office products but primarily Excel (pivot tables, complex formulas, etc.)
• Proficiency in QuickBooks Online, SAGE or similar ERP/Accounting software is preferred.

Technical Competencies:

• Mastery over the tedious details of journal entries, invoice coding, and alphanumeric data verification.
• Technical ability to navigate and utilize accounting software and integrated systems.
• An eagle eye for spotting discrepancies in financial reports and ensuring all filings meet strict deadlines.

Behavioral Competencies:

• Collaborative Relationship Management: Builds and maintains trusted, long-term partnerships with customers, manufacturers, and teammates to ensure a unified and professional project experience.
• Enthusiastic Service & Responsiveness: Operates with a high sense of urgency and a service-first mindset to provide rapid, proactive communication that ensures there are no surprises for clients.
• Stewardship & Precision: Exercises rigorous attention to detail to ensure 100% accuracy in all alphanumeric data, technical specifications, and company documentation.
• Critical Thinking & Problem-Solving: Develops creative and resourceful workarounds to resolve technical, logistical, or inventory challenges, especially when a project goes sideways.
• Strategic and Systems Thinking: Understands how individual components interface within complex mechanical systems to provide optimized solutions that protect company margins.
• Principled Integrity: Represents the company and its manufacturer partners with unwavering honesty and ethical conduct in every commercial negotiation and technical consultation.
• Accountability and Ownership: Takes full, proactive responsibility for the entire project lifecycle, ensuring every commitment is followed through to completion without the need for reminders.

Work Environment:

• Work is primarily performed in a climate-controlled, professional office environment utilizing standard office equipment (computers, multi-line phone systems, and scanners/copiers).
• Requires occasional local travel for client site visits, vendor meetings, or business-related errands. Exposure to active construction sites or mechanical rooms may occur during site visits.

Physical Requirements:

• Ability to remain in a stationary position for extended periods while navigating complex software and communicating with stakeholders.
• Frequent use of hands and fingers to operate a computer keyboard, mouse, and other office productivity machinery.
• Strong visual acuity is required to read, interpret, and transcribe highly detailed technical specifications, submittals, and engineering blueprints, often presented in small-scale fonts or intricate diagrams.
• Ability to perform repetitive, high-volume data entry with a high degree of precision; must maintain focus and accuracy during tedious tasks involving alphanumeric part numbers and manufacturer codes.
• Ability to occasionally move or transport office supplies weighing up to 15 pounds.