Accounts Payable & Senior Accountant

Job Description

Job Description

The Accounts Payable & Senior Accountant is responsible for managing a portion of the company's accounts payable processing while performing senior-level accounting responsibilities supporting the financial operations of the organization.

This position ensures that vendor invoices are accurately processed, properly approved, coded, and paid on a timely basis while maintaining strong internal controls and accurate accounting records.

In addition to Accounts Payable responsibilities, the Senior Accountant performs account reconciliations, month-end close activities, general ledger analysis, financial reporting support, fixed asset accounting, accruals, prepaid expenses, and other accounting functions as assigned.

The position works closely with Purchasing, Inventory, Store Operations, Warehouse Operations, Human Resources, Payroll, and Management to ensure transactions are accurately recorded and financial information is complete and reliable.

Because the company operates in the flooring industry, this position will have particular responsibility for accounting related to flooring inventory, vendor purchases, freight, vendor credits, mill claims, rebates, returns, store expenses, and multi-location operations .

Essential Duties and Responsibilities

1. Accounts Payable

• Receive, review, code, and process vendor invoices for accuracy, appropriate general ledger classification, and proper approval.
• Match invoices to purchase orders, receiving documentation, contracts, or other supporting documentation, as applicable.
• Investigate quantity and pricing discrepancies, verify freight and other purchasing related charges.
• Ensure invoices are processed accurately and timely in accordance with established payment terms and company policies.
• Prepare and coordinate vendor payments, including checks, wire transfers, ACH transfers, and other approved payment methods.
• Reconcile vendor statements and investigate and resolve invoice discrepancies, duplicate invoices, payment issues, and outstanding balances.
• Assist with mill claims and credits, vendor returns, rebates and related accounting entries.
• Maintain accurate vendor records and respond to vendor inquiries regarding invoices and payments.
• Monitor accounts payable aging and assist with cash flow planning and payment scheduling.
• Process employee reimbursements and expense reports, as assigned.
• Maintain organized and complete accounts payable documentation in accordance with record retention requirements.
• Identify opportunities to improve accounts payable procedures, efficiency, and internal controls.

2. General Ledger and Account Reconciliations

• Prepare and maintain accurate balance sheet account reconciliations.
• Research, analyze, and resolve reconciling items and unusual account balances in a timely manner.
• Review general ledger activity for accuracy, completeness, proper classification, and consistency with accounting policies.
• Prepare, review, and post journal entries with appropriate supporting documentation and approvals.
• Perform general ledger analysis and investigate significant fluctuations, variances, and unexpected account activity.
• Ensure transactions are recorded in the appropriate accounting period in accordance with generally accepted accounting principles (GAAP).
• Maintain supporting schedules and documentation for assigned general ledger accounts.

3. Month-End and Period-End Close

• Perform assigned month-end, quarter-end, and year-end close activities in accordance with established closing deadlines.
• Prepare and post recurring and nonrecurring journal entries, including accruals, prepaid expense amortization, and reclassifications.
• Review account activity and balances to ensure the completeness and accuracy of financial records.
• Reconcile subledger balances to the general ledger, including accounts payable and other assigned accounts.
• Identify outstanding close items, communicate issues to management, and follow up to ensure timely resolution.
• Assist with the preparation and review of supporting schedules required for period-end financial reporting.

4. Fixed Asset Accounting

• Maintain the fixed asset register and supporting documentation for additions, disposals, transfers, and other asset activity.
• Review capital expenditures and assist in determining appropriate capitalization in accordance with company policy and GAAP.
• Record fixed asset additions, disposals, depreciation, and related journal entries.
• Prepare and maintain depreciation schedules and reconcile fixed asset balances to the general ledger.
• Assist with periodic fixed asset reviews and physical inventory verification, as required.

5. Financial Reporting and Audit Support

• Assist with the preparation of monthly, quarterly, and annual financial reports and supporting schedules.
• Provide accurate and timely account analyses and explanations of significant variances.
• Compile supporting documentation for management reporting, external audits, tax preparation, and other financial reviews.
• Respond to audit requests and assist with the resolution of audit findings and follow-up items.
• Assist with store and department financial reporting.
• Assist with budgeting and forecasting activities.
• Help ensure financial records are complete, accurate, and supported by appropriate documentation.

6. Internal Controls and Other Accounting Responsibilities

• Follow established accounting policies, procedures, approval requirements, and internal controls.
• Maintain organized financial records and ensure appropriate documentation for transactions and journal entries.
• Identify discrepancies, unusual transactions, and opportunities to strengthen accounting processes.
• Assist with daily cash and payment activities, prepare payment batches according to company policy.
• Maintain accurate vendor information, obtain and maintain W-9 forms and other required vendor information, reconcile vendor statements to company records.
• Assist with accounting system maintenance, process improvements, and implementation of new procedures.
• Collaborate with other departments to obtain information, resolve discrepancies, and support accurate financial reporting.
• Perform other accounting and finance duties as assigned.

Qualifications

Education and Experience

• Bachelor's degree in Accounting, Finance, or a related field.
• 3–5 years of accounting experience, including accounts payable experience.
• Strong understanding of GAAP and fundamental accounting principles.
• Experience with month-end close, account reconciliations, and month-end close.
• Experience supporting financial reporting and audit requests.
• Equivalent combinations of education and relevant experience may be considered.
• Strong proficiency in Microsoft Excel.
• Experience analyzing financial data, research discrepancies, and maintain accurate supporting schedules.
• Preferred: CPA candidate.

Core Competencies

• Attention to Detail: Maintains accuracy and completeness across high-volume transactions and general accounting activities.
• Analytical Thinking: Investigates variances, identifies unusual activity, and resolves accounting discrepancies.
• Organization and Time Management: Balances accounts payable processing with monthly close deadlines and other recurring responsibilities.
• Accountability: Takes ownership of assigned accounts and tasks, follows through on outstanding items, and meets deadlines.
• Communication: Communicates professionally with vendors, coworkers, management, and external auditors.
• Confidentiality and Integrity: Handles financial information responsibly and follows established policies and controls.
• Process Improvement: Identifies opportunities to improve efficiency, accuracy, and consistency in accounting operations.

Work Environment and Physical Requirements

• Primarily office-based.
• Frequent use of a computer, accounting systems.
• Ability to manage recurring deadlines, including month-end, quarter-end, and year-end close periods.
• May periodically visit retail stores and warehouse locations.
• Occasional travel between company locations may be required.
• Ability to work additional hours during month-end, year-end, audit, or other critical accounting periods.

Disclaimer

This job description describes the general nature and level of work performed in this position. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or requirements. Responsibilities may change based on organizational needs. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Equal Employment Opportunity

Airbase Carpet & Tile Mart is an equal opportunity employer and is committed to providing a workplace free from unlawful discrimination and harassment. Employment decisions are based on qualifications, experience, performance, and business needs in accordance with applicable law.

Carpet & Tile Mart is a family run floor covering superstore carrying a wide variety of flooring options with thousands of area rugs IN STOCK, miles of the finest tile and natural stone, durable luxury vinyl tile, hardwood flooring from the USA, and of course the largest in-stock selection of carpet around. Operating in 15 Flooring Superstores serving Delaware, Pennsylvania, Maryland, South Jersey and South Carolina, we are seeking talented, highly energized, and experienced people to join our team! Familiarity with floor covering preferred, but we will train the right person.

Company Description

Carpet & Tile Mart is a family run floor covering superstore carrying a wide variety of flooring options with thousands of area rugs IN STOCK, miles of the finest tile and natural stone, durable luxury vinyl tile, hardwood flooring from the USA, and of course the largest in-stock selection of carpet around. Operating in 15 Flooring Superstores serving Delaware, Pennsylvania, Maryland, South Jersey and South Carolina, we are seeking talented, highly energized, and experienced people to join our team! Familiarity with floor covering preferred, but we will train the right person.