Accounting Assistant

Job Summary: The Accounting Assistant provides administrative and transactional support to the Accounting Department. This position assists with accounts payable, accounts receivable, purchasing documentation, account reconciliations, data entry, financial recordkeeping, and month-end reporting activities. The Accounting Assistant works closely with the Corporate Controller, Accounting, Purchasing, Supply Chain, Project Management, Production, Human Resources, suppliers, and customers to maintain complete and accurate financial records. This is a fully on-site position located at Epsilon Industries’ Tuscaloosa, Alabama facility. Job Duties & Responsibilities: Accounts Payable Receive, review, code, and enter supplier invoices into the accounting or Enterprise Resource Planning (“ERP”) system. Match invoices with purchase orders, packing slips, receiving records, and required approvals. Verify supplier information, pricing, quantities, taxes, freight charges, payment terms, project numbers, and general ledger coding. Identify invoice discrepancies and coordinate corrections with Purchasing, Receiving, Accounting, or suppliers. Maintain organized records of outstanding, approved, paid, and disputed invoices. Assist with preparing payment batches, checks, electronic payments, and supporting documentation. Respond to routine supplier questions regarding invoices and payment status. Reconcile supplier statements and research missing invoices or credits. Accounts Receivable & Billing Support Assist with preparing and issuing customer invoices. Enter and maintain customer billing information in applicable systems. Apply customer payments and maintain accurate payment records. Monitor outstanding balances and assist with accounts-receivable reporting. Research payment differences, unapplied cash, credits, and billing discrepancies. Maintain supporting documentation for customer invoices and payments. Direct complex billing and account questions to the appropriate accounting representative. Accounting & Reconciliation Support Assist with bank, credit-card, general ledger, supplier, customer, and other account reconciliations. Prepare routine journal entries and supporting schedules under the Corporate Controller’s direction. Assist with month-end, quarter-end, and year-end closing activities. Research discrepancies and obtain missing financial documentation. Assist with expense reports, employee reimbursements, and company credit-card transactions. Support fixed-asset, inventory, work-in-process, and project-accounting activities as assigned. Assist with preparing financial reports, spreadsheets, and management summaries. Maintain accurate and timely accounting records. Purchasing, Receiving & Project Documentation Review purchase orders, packing slips, receiving records, invoices, and project documentation for completeness. Verify that costs are assigned to the appropriate project, work order, department, account, or cost center. Coordinate with Purchasing, Supply Chain, Receiving, and Project Management to resolve documentation issues. Assist with tracking open purchase orders, commitments, costs, and outstanding invoices. Maintain supporting records for project costs and supplier transactions. Report missing approvals, receiving records, invoices, or other required documentation promptly. Data Entry & Recordkeeping Enter financial, supplier, customer, project, and transaction information into Genius ERP or other company systems. Review entered information for accuracy and completeness. Maintain electronic and physical accounting files in accordance with company procedures. Scan, organize, retrieve, and retain invoices, purchase orders, receipts, reconciliations, and reports. Protect confidential employee, supplier, customer, banking, and financial information. Support internal and external audits by locating and providing requested documentation. Follow established internal controls, approval requirements, and document-retention procedures. Administrative Support Provide clerical and administrative support to the Corporate Controller and Accounting Department. Prepare correspondence, spreadsheets, reports, and routine financial summaries. Assist with collecting accounting and financial information from internal departments. Respond to routine accounting questions and direct more complex matters to the appropriate person. Assist with special projects and process-improvement initiatives. Maintain professional communication with employees, customers, suppliers, and business partners. General Responsibilities Follow company accounting policies, procedures, and internal controls. Maintain accuracy, confidentiality, professionalism, and integrity. Organize work to meet recurring accounting and reporting deadlines. Communicate discrepancies and unresolved issues promptly. Follow company safety requirements when entering production, warehouse, or yard areas. Maintain regular and dependable attendance. Work additional hours when required during month-end, year-end, audits, or other critical periods. Perform additional duties and responsibilities as assigned. Accountabilities & Performance Measures: Accuracy of financial data and records Timeliness of invoice and payment processing Completion of assigned reconciliations Accuracy of account and project coding Resolution of invoice and documentation discrepancies Compliance with internal controls and approval requirements Organization and retention of accounting records Attendance, communication, and dependability Job Qualifications: Education & Experience High School Diploma or equivalent required. Associate degree in Accounting, Finance, Business Administration, or a related field preferred. At least one year of accounting, bookkeeping, accounts payable, accounts receivable, administrative, or related experience preferred. Manufacturing, construction, fabrication, or project-accounting experience preferred. An equivalent combination of education, training, and relevant experience may be considered. Technical Qualifications Basic understanding of accounting and bookkeeping principles. Experience reviewing invoices, purchase orders, receipts, and financial records. Ability to perform basic account reconciliations and identify discrepancies. Strong data-entry and numerical-accuracy skills. Proficiency in Microsoft Outlook, Word, Excel, and Teams. Ability to create and maintain spreadsheets using formulas, sorting, filtering, and basic reporting functions. Ability to learn and effectively use Genius ERP and other company systems. Basic mathematical skills, including percentages, extensions, totals, and reconciliations. Ability to maintain accurate and organized electronic and physical records. Professional Skills Strong attention to detail and commitment to accuracy. Strong organizational and time-management skills. Ability to manage multiple priorities and recurring deadlines. Effective verbal and written communication skills. Strong problem-solving and follow-through skills. Ability to recognize discrepancies and elevate concerns appropriately. Ability to work independently with appropriate supervision. Ability to collaborate effectively with accounting and operational departments. Ability to handle confidential information appropriately. Strong commitment to professionalism, integrity, accountability, and customer service. Ability to attend work regularly and dependably. Preferred Qualifications Accounts-payable or accounts-receivable experience. Experience with invoice processing and three-way matching. Experience performing account or supplier-statement reconciliations. Manufacturing, construction, or project-based accounting experience. Experience using Genius ERP or another accounting or manufacturing ERP system. Intermediate Microsoft Excel skills. Experience supporting month-end closing activities. Familiarity with inventory, work-in-process, or project-cost accounting. Core Competencies: Accounting Support Financial Accuracy Accounts Payable Accounts Receivable Data Entry Recordkeeping Attention to Detail Organization Time Management Communication Problem-Solving Confidentiality Teamwork Accountability Contacts: Internal Corporate Controller, Accounting, Purchasing, Supply Chain, Receiving, Project Management, Production, Human Resources, Payroll, and other employees. External suppliers, customers, auditors, financial institutions, and other business partners as authorized. Effort (Physical & Sensory): Ability to sit and work at a computer for extended periods. Frequent use of computers, calculators, scanners, telephones, and other office equipment. Regular review of invoices, spreadsheets, financial records, and computer displays. Frequent use of fine motor skills for typing, filing, and data entry. Regular standing and walking within office and operational areas. Occasional bending, reaching, and lifting or carrying files or office materials weighing up to 25 pounds. Ability to maintain concentration and accuracy while managing multiple priorities. Ability to wear required personal protective equipment when entering designated operational areas. Working Conditions: Work is primarily performed in a professional office environment located within Epsilon Industries’ Tuscaloosa, Alabama manufacturing facility. Regular interaction with Accounting, Purchasing, Supply Chain, Project Management, Production, suppliers, and customers. Occasional visits to production, warehouse, receiving, or inventory areas may be required. Possible exposure to moderate noise, dust, moving equipment, and varying temperatures when entering operational areas. Fast-paced environment with recurring deadlines and multiple priorities. Additional hours may occasionally be required during month-end close, year-end close, audits, or other critical reporting periods. #J-18808-Ljbffr HTS Engineering Ltd.