Position Summary:
The Accounting Specialist is responsible for accounts payable, accounts receivable, customer billing, collections, purchasing administration, project administration, licensing administration, and operational recordkeeping. This position owns the day-to-day financial and administrative processes supporting the operating unit and serves as a backup for payroll processing.
Job Functions:
Accounts Payable
- Perform three-way matching of purchase orders, receiving/supporting documentation, and vendor invoices.
- Process vendor invoices and payments.
- Maintain vendor records and documentation.
- Serve as backup for purchase order creation and maintenance.
- Review open purchase orders and committed costs for completeness and accuracy.
- Coordinate vendor documentation requirements.
Accounts Receivable
- Generate customer invoices, including AIA billings.
- Process customer payments.
- Monitor customer accounts and follow up on outstanding receivables.
- Perform collection activities and follow up on past-due accounts.
- Investigate and resolve customer billing discrepancies.
Administration
- Request and maintain Certificates of Insurance (COIs) and bond documentation.
- Complete customer prequalification requirements.
- Maintain contractor licensing records.
- Maintain occupational licenses, permits, and registrations.
- Coordinate license and registration renewals.
- Serve as backup payroll processor during absences and peak workload periods.
- Perform various administrative, accounting, and operational tasks as assigned.
- Complete public works bid forms.
Knowledge, Skills & Experience (Essential):
- Minimum 2 years of experience in accounting, bookkeeping, accounts payable, accounts receivable, or office administration.
- Working knowledge of AP, AR, billing, collections, and three-way matching processes.
- Construction, roofing, or contractor administration experience preferred.
- Proficiency in Microsoft Office, including Excel, Outlook, and Word.
- Strong organizational, communication, and time-management skills.
- Ability to prioritize multiple tasks, meet deadlines, and work accurately in a fast-paced environment.
Key Competencies:
- Attention to Detail
- Organization & Time Management
- Communication Skills
- Accountability & Follow-Through
- Problem Solving
- Ability to Manage Multiple Priorities
Occupational Health and Safety:
- Compliance with workplace policies and procedures for risk identification, risk assessment and risk control.
- Active participation in activities associated with the management of workplace health and safety.
- Identification and reporting of health and safety risks, accidents, incidents, injuries and property damage at the workplace.
Working Conditions:
- Physical surroundings: Office environment with typical office machines and exposure to noise and temperature.
- Physical Effort: Extensive sitting, standing, walking. Repetitive keying, typing. Occasional lifting not to exceed 25 pounds.
- Travel: Occasional, for purposes of training.
- Hours: Subject to overtime
