Accounting Administrator

At Butler Tool, we design, build, and support custom industrial machinery for manufacturers around the world. The Accounting Administrator is responsible for the day to day processing and maintenance of accounts payable and accounts receivable activities. This position ensures vendor invoices, customer invoices, payments, and related documentation are processed accurately and timely while providing support to vendors, customers, and internal departments.

Please note that while we are currently located in Butler, WI, we are in the process of moving to Sussex, WI. We will be fully moved into our new facility by the end of fall. All of our positions are fully on site.

Accounts Payable

Vendor Invoice Processing

• Process vendor invoices and maintain supporting documentation in M-Files.
• Match invoices to purchase orders, packing slips/receiving documents, and other required documentation.
• Review invoices for accuracy, approvals, pricing, quantities, and payment terms.
• Enter approved invoices into the ERP system.
• Follow up on missing documentation, approvals, or incorrect information.
• Process Outside Service invoices, vendor credits, and related work orders.
• Research and resolve invoice discrepancies, duplicate invoices, pricing differences, and other AP issues.

Vendor Payments & Account Maintenance

• Prepare vendor payments according to the established payment schedule.
• Run and review cash requirements reports and verify invoices selected for payment.
• Prepare checks and other approved payment methods and coordinate required approvals.
• Review vendor statements and resolve missing invoices, credits, payment discrepancies, and outstanding items.
• Respond to vendor inquiries regarding invoice and payment status.
• Maintain vendor information, W-9 documentation, and assist with annual 1099 reporting.
• Assist with new vendor setup and maintain documentation for vendor returns and credits.
• Review AP aging and follow up on aged or unusual balances.

Accounts Receivable

Customer Invoicing

• Process customer invoices after shipping or other billing requirements are completed.
• Review invoices for accuracy, including customer information, pricing, terms, shipping, freight, and other applicable charges.
• Process manual or non-standard invoices as required.
• Distribute invoices by email, mail, customer portal, or other required method.
• Maintain invoices and support documentation in M-Files.
• Research billing discrepancies and process approved credit memos or adjustments.

Cash Receipts & Collections

• Process and apply customer payments, including checks, ACH, wires, and credit card payments.
• Research unapplied cash, short payments, overpayments, deductions, and unidentified payments.
• Review AR aging and follow up on past-due balances.
• Distribute customer statements and document collection activity.
• Respond to customer questions regarding invoices, balances, payments, and billing matters.
• Reconcile customer accounts and maintain billing contacts and invoice delivery requirements.
• Coordinate with internal departments to resolve billing issues.

Month-End & Accounting Support

• Assist with AP and AR month-end closing activities and reconciliations.
• Ensure invoices, payments, credits, and adjustments are recorded in the appropriate accounting period.
• Identify potential accruals and communicate them to Accounting.
• Review AP and AR aging reports for unusual or inaccurate balances.
• Assist with audit requests and provide supporting documentation and reports as needed.

Records, Controls & Process Support

• Maintain accurate AP/AR records and support documentation.
• Follow established internal controls, approval requirements, and accounting procedures.
• Maintain confidentiality of company, vendor, and customer financial information.
• Assist with AP/AR procedures, work instructions, and process improvements.
• Participate in ERP testing, training, implementations, and related process improvements.
• Work with internal departments to resolve accounting and documentation issues.
• Provide backup support for other accounting functions and perform other duties as assigned.

Knowledge, Skills & Qualifications

• Associate or bachelor's in business, Accounting, or Finance, or equivalent experience.
• Working knowledge of accounts payable and accounts receivable processes.
• Basic understanding of accounting principles and general ledger transactions.
• Strong attention to detail and accuracy.
• Ability to organize and prioritize multiple tasks and meet established deadlines.
• Strong problem-solving and reconciliation skills.
• Ability to communicate professionally with vendors, customers, and internal departments.
• Proficiency with Microsoft Excel, Outlook, and other Microsoft Office applications.
• Experience working with ERP and electronic document management systems preferred.
• Ability to maintain confidentiality when handling financial and business information.
• Ability to work independently while also collaborating with the accounting team and other departments.

Pay Range: $23-$28/hr

Benefits:

• 100% Paid Premiums for Medical, Dental, Life Insurance, and Short-Term Disability
• Vision Insurance
• 401(k) Program with Company Match Contributions
• Annual Profit Sharing
• Annual Bonus
• Up to 100% Tuition Reimbursement Programs
• PTO with 8 Paid Holidays