Accounting & Purchasing Specialist - Job Description

Summary: Perform duties to maintain and process accounting records and reports relating to purchasing, payroll, accounts receivable, accounts payable, and credit and collection activities in accordance with established company policies and procedures. Act as backup for various general accounting functions to the Director of Accounting.

Duties and Responsibilities:

1. Monitor the billing process to ensure timely and accurate information.
2. Prepare credit memorandums to indicate returned or incorrectly billed merchandise.
3. Review and post cash receipts to appropriate customer accounts.
4. Research and process A/R charge backs, returns, bad checks, and similar items.
5. Approve customer credit terms within provided company guidelines.
6. Monitor and perform collection activity for overdue customer accounts using various collection methods to secure payment, maintain collection records as appropriate.
7. Calculate exempt and nonexempt employee payroll, prepare worksheets and refer to contract firm for processing.
8. Maintain personnel files and records, process personnel change notices and interpret personnel policy for employees and assist with benefit program questions as requested.
9. Process weekly payroll.
10. Place orders and requests for quotes (RFQ) via fax and email. Follow up with vendors on orders and RFQs.
11. Enter purchase orders into IQMS and e-mail or fax.
12. Review ERP weekly to determine expedite and/or accelerates and contact vendors; update quantities/dates; assign new parts with vendors; review for discrepancies between ERP and Materials Spreadsheet, and contact Customer Service with necessary additions/changes.
13. Maintain inventory accuracy to company standards
14. Devise, implement, and maintain reporting, scheduling, and operating systems to establish and control proper inventory levels and in-process flow of materials.
15. Communicate and negotiate with suppliers and vendors to purchase materials at lowest prices.
16. Provide assistance in the annual planning for material requirements and departmental budget.
17. Analyze, evaluate and recommend disposition of excess and obsolete inventory.
18. Oversee all aspects of receiving, material storage and movement, and inventory.
19. Oversee BOM and Quoting.
20. Maintain computerized master files for A/P, A/R and employee data.
21. Answer inquires related to A/P, A/R and payroll with timely and accurate follow-up.
22. Prepare various month end schedules and reports – A/P, A/R, Purchasing & Payroll.
23. Prepare analysis of accounts, as required and assist in the month and year end closing process.
24. Perform other duties as assigned.

Qualifications:

Education and/or Experience- Minimum of 2 years of college with emphasis in accounting, finance or business administration. 2 to 5 years of related experience handling accounts receivable and general office clerical duties.

Certificates/Licenses-None

Language Skills-Ability to read, write and interpret documents such as reports, correspondence, multi-level instructions, procedures and requirements and the ability to converse in a way that allows effective transfer of facts, concepts and other information related to the position.

Math Skills-Intermediate mathematical skills required to add, subtract, multiply, divide, work with fractions, decimals, percents and all units of measure using whole numbers, common fractions, decimals, and ratios as well use a calculator and interpret graphs and tables.

Reasoning Skills-Ability to effectively reason through moderately detailed instructions in combination with the ability to deal with problems involving some concrete variables in standardized situations.

Computer Skills-Proficient knowledge of word processing, spreadsheets, etc. such as MS Office Suite software ERP software - manufacturing and/or accounting software

Supervisory Skills-None required

Work performed under general supervision and allowed some degree of freedom to perform tasks or assignments against well-defined criteria.

Environment and Physical Demands:

Environment-Work is performed in an office environment. Noise level is low

Physical Demands-Regularly required to talk and hear; sit; use hands to handle, feel, write and use a keyboard, reach with hands and arms. No lifting required. Vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

The job duties and responsibilities identified in this job description are not intended to be all inclusive, but rather a representative of the majority of the duties and responsibilities. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position. No job description should be construed as a contract of employment