Accounting Specialist

Accounting Assistant

Analyze information, maintain complete and accurate records, and assist with routine accounting duties. Provide efficient, reliable support to accounting department members, other departments, and external parties.

Accounting Functions

• Manage accounts payable, accounts receivable.
• Process incoming payments by check, credit card, and EFT.
• Receive, process, and reconcile statements.
• Review and distribute monthly AP Aging report
• Prepare and make bank deposits.
• Assist in providing annual audits sampling documents.
• Prepare and distribute annual IRS forms – 1099.
• Ensure compliance with internal accounting procedures.
• Maintain accurate records, including ledgers, journals, receipts, and invoices.
• Open inward mail, match vendor invoices against proper documentation for non-inventory purchases, Non-Seed Productions, Stock Seeds, operational invoices, etc. and resolve discrepancies between receivers & invoices. Obtain management approvals where required.
• Process/key vendor invoices, prioritize invoices in accordance of cash discounts as well as other terms of payment and maintain proper backup documentation.
• Reconcile vendor statements, research and make corrections of discrepancies.
• Process a monthly check run for payments to vendors and report the check run totals.
• Manage ACH payment schedules
• Prepare and process manual checks including but not limited to:
• Obtaining approval and signatures, of manual checks.
• Prioritizing and distributing signed checks.
• Properly recording in QuickBooks Payable module.
• Update and Maintain Vendor ACH bank information
• Apply ACH payments on a weekly basis
• Establish and maintain A/P temporary and permanent files to be completely made, complying with company policy, and retrieves them as requested.
• Record receipt of invoices for Capital Lease Amortization and Leased Equipment Schedules.
• Prepare month-end journal entries and enter accruals.
• Perform month-end A/P reconciliation to G/L.
• Monitor A/P aging report. Review and analyze past dues.
• Maintain vendor master files.
• Communicate with vendors, research and reply to vendor inquiries.
• Process employee Credit Card monthly statement reports.
• Obtain and reconcile Credit Card employee receipts with credit cards statements. Follow up with employees as needed.
• Process employees' business travel/expense reports for their reimbursements.
• Manage Petty Cash Box and Monthly Reconciliation.
• Perform the following AR responsibilities
• Enter sales invoices from ABS to QB
• Publish Monthly customer SOA
• Apply wire payments in QB
• Monitor and analyze AR Aging Report
• Maintain customer payment terms and contact information in QB
• Prepare billing to sister companies related on IT software licensing
• Support Automation IT projects
• ABS sales invoices upload to QB
• AP invoices automation
• Improve and minimize manual invoice processing

Office Administration and Miscellaneous

• Operate and maintain fax machines, postage meter, and copier; keep supply of ink cartridges and re-order postage as needed. Coordinate with IT Manager.
• Take outward mail to post office.
• Collect inward mail from post office mailbox delivered
• Maintain filing for contracts and agreements.
• Maintain operating lease schedule.
• Fill out the company credit applications for new vendor.
• Prepare, and follow up with yearly changes, issue and verify accuracy of 1099 for individual contractors annually. Fills out 1096 for Managers review and submits to IRS.
• Organize with other department to destroy yearly documentation based on United Genetics retention policy.
• Maintain W-9's and requests them when needed.
• Perform other duties and responsibilities as required or assigned by supervisor.
• Assist with year end audit, as needed.
• Ensure compliance with health and safety standards, programs and industry RCRA, CERCLA, NFPA, and FDA) and regulations. Implement and/or recommend control measures for exposure to hazardous materials or conditions.

Position Dimensions and Qualifications

Internal Contacts: CEO, Accounting Dept. personnel, HR personnel, Customer Service personnel, Production Managers, Shipping/Receiving personnel, Production Clerk, Sales Dept. personnel, Purchasing

External Contacts: Vendors.

Education Level and Focus: High School diploma. AA in accounting or business is preferred.

Years and Type of Related Experience Required: 5-8 years related experience or equivalent combination of education and experience. Understanding of GAAP accounting principles.

Skills and Abilities:

• Interpersonal and Communication: Effectively communicate (verbal and written) with management, co-workers and external contacts, telephone skills.
• Technical and Analytical: Familiarity with Quickbooks, Microsoft Excel, and Microsoft Outlook. Typing, PC and assorted software programs such as Excel and word processing, 10 key, operate general office equipment (e.g. copier, fax machine, typewriter). Ability to gather, analyze and identify appropriate variances. Outstanding math and research skills. Excellent attention to detail and accuracy in entering financial data. Ability to maintain confidentiality. Deadline-driven with excellent time management ability.
• Administrative and Operations: Organize job responsibilities to complete work on a timely basis.
• Physical Demands: Ability to sit and work in front of a computer terminal for long periods (may sit for approx. 7+ hours with 2 hour intervals being in a stationary sitting position). May lift up to 25 lbs.
• Work Environment: Office environment with low to moderate noise levels. May be required to go into warehouse area with high noise levels, wet floors, forklift and pedestrian traffic, extreme hot/cold climate.
• Special Equipment Used: Computer with emphasis on spreadsheet skills, copier, fax machine, 10-key, and typewriter
• Special Requirements: Willing to work overtime, holidays, and weekends as requested.