Accounting Specialist

Job Description

Job Description

Accounting Specialist

Reports To:  Accounting Supervisor 

POSITION SUMMARY:

Kosei St. Marys Corporation (KSM) is seeking a detail-oriented and dependable Accounting Specialist to support the transactional accounting and payroll functions of the Accounting Department. This position is primarily responsible for payroll processing, accounts payable, accounts receivable, invoice processing, ERP transaction entry, and maintaining accurate supporting financial documentation.

The Accounting Specialist supports payroll processing after Human Resources has reviewed and approved employee timekeeping records. Responsibilities include processing authorized payroll adjustments, reviewing payroll information for accuracy and completeness, maintaining payroll documentation, and coordinating with HR to research and resolve payroll discrepancies.

The position also processes vendor invoices using D365 Invoice Capture, generates customer invoice data in Microsoft Dynamics 365, supports inventory-related accounting activities, prepares assigned routine journal entries, and assists with account reconciliations and month-end closing activities. This position is primarily transaction- and process-focused and requires exceptional accuracy, organization, confidentiality, and adherence to established accounting and payroll procedures.

ESSENTIAL FUNCTIONS:

(includes but is not limited to the following)

Payroll Processing and Support

• Support payroll processing after employee timekeeping records have been reviewed and approved by Human Resources.
• Process authorized payroll adjustments and other approved payroll transactions.
• Review payroll information for accuracy and completeness prior to processing.
• Maintain accurate payroll records and supporting documentation.
• Coordinate with Human Resources to research and resolve payroll discrepancies; do not independently alter approved employee timekeeping records without appropriate authorization.
• Maintain strict confidentiality of employee, payroll, and financial information.

Accounts Payable / Invoice Processing

• Process vendor invoices using Microsoft Dynamics 365 (D365) Invoice Capture.
• Review invoices for accuracy, completeness, appropriate approvals, and supporting documentation.
• Match invoices with purchase orders and receiving documentation when applicable.
• Research invoice discrepancies with Purchasing, receiving personnel, vendors, and Accounting leadership as appropriate.
• Maintain organized electronic and system records of accounts payable transactions.
• Process vendor payments through ACH and check payment methods in accordance with established payment schedules, approval requirements, and internal controls.

Accounts Receivable / Customer Invoicing

• Generate and maintain customer invoice data within Microsoft Dynamics 365 (D365).
• Support customer invoicing, payment processing, and receivable record maintenance.
• Monitor assigned outstanding receivables and assist with reconciliation activities.
• Coordinate with internal departments to resolve billing or documentation discrepancies.

ERP Transaction Processing and Financial Records

• Create and maintain accurate accounting transactions within Microsoft Dynamics 365 and other assigned financial systems.
• Verify data accuracy and maintain supporting documentation for financial transactions.
• Research system or transaction discrepancies and escalate issues when appropriate.

Inventory Accounting Support

• Support inventory tracking, reconciliation, and reporting within the ERP system.
• Support cycle counts and physical inventory processes.
• Research inventory transaction discrepancies in coordination with Operations and Warehouse personnel.
• Assist with authorized inventory adjustments and maintain supporting documentation.

Month-End and General Accounting Support

• Prepare assigned routine general journal entries and supporting documentation.
• Assist with assigned account reconciliations, accruals, and month-end closing activities.
• Research transactional discrepancies and provide supporting information to Accounting leadership.
• Assist with year-end closing and internal or external audit documentation as needed.

Cross-Department Collaboration and Additional Responsibilities

• Communicate with Accounting, Human Resources, Purchasing, Operations, Warehouse, and other departments to verify documentation and resolve transactional discrepancies.
• Follow established accounting procedures, internal controls, approval requirements, and company policies.
• Perform other accounting or administrative duties as assigned by management.

CORE COMPETENCIES:

• Strong attention to detail and accuracy
• Organizational and time management skills
• Ability to manage multiple priorities and deadlines
• Strong written and verbal communication skills
• Ability to work independently and collaboratively within a team
• High level of integrity and discretion when handling financial and confidential information

PHYSICAL DEMANDS (OVERALL - MEDIUM LEVEL)

Sitting / Computer Work: Constantly

Standing / Walking: Occasionally

Keyboarding / Data Entry: Constantly

Lifting up to 20 lbs: Occasionally

Reaching / Handling documents: Frequently

O (Occasionally): up to 33% of the time | F (Frequently): 33%-66% | C (Constantly): more than 66%

POSITION QUALIFICATIONS:

Education

• Associate's degree in Accounting, Finance, Business, or a related field, OR
• Equivalent combination of accounting, bookkeeping, payroll, or financial experience and education.

Experience

• 2-5 years of accounting, bookkeeping, payroll, or related financial experience preferred.
• Practical experience with payroll processing or payroll support preferred.
• Experience with accounts payable, accounts receivable, invoice processing, and day-to-day accounting transactions.
• Experience with inventory accounting or inventory management processes preferred.
• Experience working with ERP accounting systems or financial software.
• Manufacturing accounting experience is a plus.

Technical Skills

• Proficiency in Microsoft Excel and Microsoft Office.
• Strong data-entry accuracy and financial record-management skills.
• Familiarity with Microsoft Dynamics 365 or a similar ERP system preferred.
• Experience with payroll systems preferred.
• Practical understanding of accounting principles and transactional financial processes.