Staff Accountant

Job Description

Job Description

Staff Accountant

Our client is a well-established and growing supplier serving commercial, industrial, and residential markets. Known for its commitment to customer service and operational excellence, the company continues to invest in its people, technology, and long-term growth.

Position Summary

The Staff Accountant supports the Chief Financial Officer (CFO) and the accounting department by processing vendor invoices, preparing and posting daily cash receipts, maintaining accurate accounts payable and accounts receivable records, and supporting month-end close activities. This role requires strong attention to detail, sound judgment in extending credit approvals, and the ability to work collaboratively across the accounting team.

Reports To

This position is selected by and reports directly to the CFO. Day-to-day training and quality oversight of the Staff Accountant's work may be delegated by the CFO to senior accounting staff, with the CFO retaining overall responsibility.

Authority

The Staff Accountant is granted the authority necessary to carry out the duties, responsibilities, and objectives established for this role, subject to the oversight of the CFO.

Key Responsibilities

Accounts Payable

• Receive, review, and code vendor invoices for accuracy and appropriate approval.
• Perform three-way matching of vendor invoices against purchase orders and receiving documents.
• Assemble and maintain accounts payable voucher packages, whether in physical or electronic form.
• Prepare vendor payments, including checks, ACH transfers, and electronic payment methods, for review and release.
• Research and resolve invoice discrepancies, pricing errors, and payment inquiries with vendors in a professional and timely manner.
• Maintain organized, audit-ready vendor files and payment records, both digital and physical.
• Reconcile vendor statements and follow up on outstanding items.
• Assist with 1099 preparation and other vendor-related tax reporting requirements.

Cash Receipts & Accounts Receivable

• Prepare the daily Bank Deposit / Cash Posting Worksheet and post cash receipts accurately and on schedule.
• Prepare and distribute accounts receivable customer statements, using mail, email, or customer portals as appropriate.
• Match accounts receivable invoices with corresponding purchase orders prior to distribution.
• Assist the Credit Manager in maintaining and updating accounts receivable spreadsheets and reports.
• Provide credit approvals throughout the day in accordance with company credit policy, escalating exceptions to the CFO or Credit Manager as needed.

General & Administrative

• Support month-end and year-end close by providing accurate, timely accounts payable and accounts receivable data.
• Serve as backup for other accounting department functions during periods of high volume or staff shortages.
• Recommend process improvements to increase efficiency and accuracy within accounts payable and accounts receivable functions.
• Complete special projects as assigned by the CFO.

Qualifications

• Prior experience in accounts payable, accounts receivable, or general accounting support preferred.
• Proficiency with accounting or ERP software and Microsoft Excel.
• Strong organizational skills and high attention to detail.
• Clear written and verbal communication skills for interacting with vendors, customers, and internal staff.
• Ability to handle confidential financial information with discretion.
• Ability to work effectively both independently and as part of a team.

Performance Standards

Performance in this role is evaluated based on the following standards:

• The Bank Deposit / Cash Posting Worksheet is completed accurately and on schedule each business day.
• Accounts payable and accounts receivable tasks are completed accurately, professionally, and within established deadlines.
• Vendor and customer inquiries are resolved promptly and professionally.
• Issues within the clerk's area of responsibility are identified and resolved, or are actively being resolved, in a timely manner.
• The clerk contributes positively to a collaborative, team-oriented work environment consistent with the company's mission of satisfying both customer and employee needs.