Accounting Operations Specialist

Job Description

Job Description

SUMMARY OF POSITION:

The Accounting Operations Specialist supports accounting operations across company locations with primary responsibilities in accounts receivable, accounts payable, fixed asset recordkeeping, ERP transaction accuracy, reconciliations, and related month-end close support. This position helps ensure customer invoices, vendor invoices, payments, cash application, fixed asset activity, and supporting accounting records are processed accurately, timely, and consistently across the business.

This role works closely with Finance, Operations, Purchasing, Sales, Customer Service, vendors, and customers to resolve transaction issues, improve process discipline, and support accurate financial reporting.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

This list of duties and responsibilities is not all-inclusive and may be expanded to include other duties and responsibilities, as management may deem necessary from time to time.

• Prepares, reviews, and processes customer invoices accurately and timely across company locations.

• Records and applies customer payments, including cash receipts, ACH payments, checks, and other payment activity.

• Monitors accounts receivable aging, past-due balances, credit memos, deductions, unapplied cash, and other customer account issues.

• Supports collections activity by communicating with customers and coordinating internally with Sales, Customer Service, and Operations as needed.

• Researches and resolves customer invoice discrepancies, short payments, billing errors, payment application issues, and other AR-related questions.

• Maintains accurate customer records and supports customer setup, account maintenance, credit review support, and customer master data accuracy within the ERP system.

• Processes vendor invoices accurately and timely, including proper coding, documentation, approval, and matching to purchase orders and receipts where applicable.

• Monitors accounts payable aging, vendor statements, invoice holds, payment timing, and unresolved vendor discrepancies.

• Prepares vendor payment recommendations based on due dates, vendor terms, cash planning, and business priorities.

• Coordinates with Purchasing, Receiving, Operations, and vendors to resolve pricing differences, quantity discrepancies, missing receipts, missing approvals, and other invoice issues.

• Maintains accurate vendor records and supports appropriate controls over vendor setup and vendor master data changes.

• Reviews and reconciles corporate credit card activity, ensuring proper coding, documentation, and approvals.

• Maintains the company's fixed asset records, including asset additions, disposals, transfers, depreciation support, and related documentation.

• Supports the tracking of capital projects from approval through in-service date, including capitalization timing, supporting documentation, and communication with Finance and Operations.

• Reconciles fixed asset activity to the general ledger and assists with fixed asset-related month-end entries and reporting.

• Prepares or supports assigned account reconciliations related to accounts receivable, accounts payable, fixed assets, accrued expenses, credit cards, cash receipts, and other balance sheet accounts as needed.

• Prepares or assists with month-end AP accruals, cutoff review, subledger review, and supporting schedules used in the financial close process.

• Prepares AR aging, AP aging, collections, cash receipts, fixed asset, and other accounting reports for management review as requested.

• Serves as a key user and process resource for AR/AP and related accounting workflows within the company's ERP system.

• Helps standardize AR/AP and related accounting processes across locations, including documentation of standard work instructions and process expectations.

• Identifies opportunities to reduce manual work, improve accuracy, eliminate duplicate effort, and strengthen accountability within accounting workflows.

• Supports proper segregation of duties, approval controls, documentation standards, and audit readiness.

• Provides support for external audits, financial reviews, sales tax reporting, property tax support, insurance reporting, and other compliance-related requests as assigned.

• Communicates regularly with employees involved in AR/AP and accounting workflows at both locations to resolve issues and promote consistent process execution.

• Maintains a safe and clean working environment by complying with procedures, rules, and regulations.

• Adheres to all Jor-Mac and OSHA safety-related work rules and procedures.

• Performs filing, scanning, data entry, and other administrative or accounting support activities as needed.

• Completes other duties as assigned or required.

QUALIFICATIONS:

Qualifications include the following:

• High school diploma or general education degree (GED) required.

• Associate's or bachelor's degree in Accounting, Finance, Business Administration, or related field preferred.

• Three to five years of accounts receivable, accounts payable, accounting operations, or related accounting experience preferred.

• Experience in a manufacturing, distribution, or multi-site business environment preferred.

• Experience working in an ERP system required.

• Working knowledge of Microsoft Office Suite, including strong Excel skills.

• Basic understanding of accounting principles, account reconciliations, internal controls, and month-end close processes.

• Experience with customer invoicing, cash application, collections support, vendor invoice processing, AP approval workflows, fixed asset recordkeeping, and account reconciliations.

• Ability to read, write, and comprehend business correspondence, customer account information, vendor statements, purchase orders, invoices, and accounting reports.

• Strong attention to detail, accuracy, organization, prioritization, and follow-through.

• Ability to communicate professionally with employees, customers, vendors, and management.

• Ability to work cross-functionally with Finance, Operations, Purchasing, Sales, and Customer Service.

• Ability to handle confidential information with discretion.

• Process improvement mindset and ability to identify recurring issues, workflow gaps, and opportunities for standardization.

PHYSICAL REQUIREMENTS:

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; sit; talk; hear; use a computer; and communicate with employees, customers, and vendors. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee may occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision and the ability to adjust focus.

This position is primarily in a general office environment with occasional interaction in manufacturing areas. When entering manufacturing areas, the employee must comply with applicable safety procedures, rules, and personal protective equipment requirements.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an all-encompassing list of responsibilities, duties, and skills required of personnel so classified. Reasonable accommodations to essential functions of the job will be made if necessary.