Senior Accounting Specialist

4 weeks ago

Mills River, United States Gaia Herbs Full time

JOB SUMMARY

The Senior Accounting Specialist is responsible for the accurate, complete, and timely (ACT) processing of all approved supplier invoices and employee expense reimbursements. In addition to invoice processing, this position generates weekly payment batches, manages document records, supplier data, W-9/1099s, employee expense submissions, and other AP (Accounts Payable) duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Reviews daily mail received, both electronic and paper, and distributes accordingly.
  • Enters all valid invoices, credits, and expense reports into the ERP (Enterprise Resource Planning software) following established procedures, ledger codes, and guidelines in a manner that complies with all Generally Accepted Accounting Practices (GAAP) - ensuring 3-way match where applicable.
  • Ensures required documents are attached electronically to supplier and invoice records so that retrieval of such documents is efficient and minimizes administrative delays.
  • Researches and resolves erroneous invoices from suppliers, including items not ordered, misapplied vendor credits, incorrect unit pricing and/or unit amounts, improperly applied discounts, etc. This often requires research and resolution of problems or inaccuracies related to suppliers and/or invoices.
  • Analyzes statements from suppliers, contacting them for any credit/invoice discrepancies and subsequently processing them per procedure.
  • Maintains supplier records with up-to-date information for W9's, Certificates of Insurance, Sales Tax Exemptions, and other required information. Creates new supplier records and credit applications according to company process.
  • Generates weekly supplier payments via check, ACH, and wire, auto-draft and credit card. This includes ensuring prepayments and payments on account are correctly matched to invoices.
  • Supports month-end and year-end activities including tax requirements (1099 filing), annual escheats, audit assistance, and maintaining SOPs on current processes.
  • Continuously challenges current processes to maximize efficiencies and offers cost improvement ideas and actions.
  • Provides excellent customer service to both internal and external customers.
  • Educates & trains cross-departmental staff regarding:
  • Accounts Payable approval process
  • Expense Report process
  • General information regarding Gaia policies
  • Creates process documentation.
  • Manages Accounts Payable email inbox.
  • Audits the "received-not-invoiced" inventory and non-inventory report monthly. Troubleshoots and makes corrections to clear transactions from the report.
  • Audits outstanding payments to be matched with outstanding invoices.
  • Manages the Purchasing Card program by adding/removing users, training, and downloading transactions for staff to process through ExpenseWire for account coding.
SUPERVISORY RESPONSIBILITIES - None

QUALIFICATIONS

Education and Experience
  • Associates degree (AA) or equivalent in Accounting or related field
  • 5+ years' experience in accounts payable with general ledger accounting experience
  • Solid understanding of basic bookkeeping and accounts payable principles
Knowledge, Skills and Abilities
  • General accounting knowledge
  • Basic understanding of tax forms that relate to Accounts Payable functions
  • Strong math skills
  • Experience using computer-based software
  • Intermediate level Excel and database skills
  • Good analytical and problem-solving skills
  • High attention to detail and accuracy
  • Team player with the ability to work independently
  • Strong organizational skills
  • Excellent written and verbal communication skills, including ability to interact effectively with all levels throughout the company
  • Ability to take initiative and provide self-direction for timely task prioritization and completion

Physical Demands

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand and walk, talk, and hear. The employee is regularly required to sit; use hands to finger, handle, or feel; and reach with hands and arms. Specific vision abilities required by this job include the ability to be able to view a computer screen.

Work Environment

This is an administrative office position, where the primary work environment is a standard office environment. While performing the duties of this job, the employee may occasionally pass through a manufacturing facility, with exposure to moving mechanical parts. The noise level in the work environment is usually low.

The above statements are meant to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.

Employee signature below constitutes employee's receipt of this job description and understanding of the requirements, essential functions, and duties of the position.

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