Accounting Support Specialist

1 week ago

Queens Village, New York, United States Donnelly Mechanical Corp Full time
Job Overview

Position Title: Finance Associate

Employment Type: Full-time

Department: Accounting

Classification: Non-Exempt

EEO Code: Administrative

Supervisor: Assistant Controller

Working Hours: Monday to Friday, 9 AM to 5 PM. Additional hours may be required based on business needs.

Role Summary:

The Finance Associate plays a crucial role in supporting the Accounting Department by executing project accounting and accounts receivable tasks. This includes conducting analyses and generating reports related to outstanding balances, payment patterns, and aging accounts. The position also involves reaching out to overdue customers to facilitate payments, reviewing account histories, and processing payments, credit adjustments, and memos. Confidentiality of all information is paramount.

Key Responsibilities:

Accommodations may be provided to enable individuals with disabilities to perform essential functions.

General Accounting Duties:

  • Data entry and maintenance within the company's ERP system.
  • Management of general ledger entries and reconciliations.
  • Maintenance of customer and vendor accounts and files.
  • Preparation and posting of journal entries as required.
  • Data analysis through the development of spreadsheet reports.
  • Enhancement of accounting procedures by evaluating current workflows and suggesting improvements.
  • Preparation of bank reconciliations.
  • Assistance in implementing and reviewing internal control policies.
  • Processing and reconciling fixed assets.
  • Ensuring confidentiality of organizational information.
  • Adhering to safety standards in line with company regulations.
  • Maintaining an acceptable attendance record.

Accounts Receivable Responsibilities:

  • Daily preparation of cash receipts for customer checks received by mail.
  • Inputting received checks into the system and posting cash receipts.
  • Scanning checks and posting to the bank account through online banking.
  • Processing customer credit card payments as they arrive.
  • Weekly preparation of cash receipts for credit card transactions and incoming wire transfers.
  • Timely response to customer inquiries via email and phone.
  • Identification and illustration of receivable trends using Excel tools.
  • Running AR Aging reports at mid-month and month-end to analyze significant changes.

Collections Duties:

  • Regular review of Accounts Receivable aging reports to identify overdue invoices.
  • Contacting customers regarding unpaid invoices, ensuring accurate contact information is on file, and providing necessary details for prompt payment.
  • Scheduling follow-up communications if payments are not received promptly.
  • Collaborating with the Service or Construction departments to resolve issues.
  • Following up internally and with customers until resolution is achieved.
  • Providing collection updates and reviewing Accounts Receivable aging with the Controller periodically.
  • Preparing documentation for Collection Agencies after exhausting all collection methods.

Project Accounting Responsibilities:

  • Managing all aspects of project accounting, including AIA Billing, Lump Sum billing, and Percent Complete Calculations.
  • Monthly preparation of Work-In-Progress (WIP) schedules.
  • Conducting cost analyses by interpreting financial data related to projects.
  • Reporting financial risks and budget discrepancies to management.
  • Building and maintaining strong relationships with Project Managers and Construction Team Leads.

Bankruptcy Claims Duties:

  • Filing bankruptcy claims for the company and providing necessary documentation.
  • Communicating and following up with all relevant parties as needed.

Qualifications and Experience:

  • 2 to 5 years of experience in accounting operations, including collections and accounts receivable.
  • Bachelor's degree in business or accounting preferred.
  • Familiarity with month-end closing processes, journal entries, and account reconciliations.
  • Knowledge of ERP systems is advantageous.
  • Strong Excel skills are essential; ability to manage and format spreadsheet data is critical.
  • Proficient in MS Office applications, including Word and Outlook.
  • Attention to detail and effective time management skills are vital.
  • Professional demeanor and commitment to confidentiality.
  • Ability to apply sound judgment consistently.
  • Capability to work independently and collaboratively across departments.
  • Strong analytical and computer skills.

Required Skills:

  • Excellent listening and follow-up abilities.
  • Independent judgment.
  • Understanding customer needs.
  • Ability to manage multiple tasks effectively.
  • Solid decision-making skills relevant to the position.
  • Capability to meet deadlines consistently.

Additional Qualifications:

  • Strong verbal and written communication skills.
  • Effective planning, organizing, and time management abilities.
  • Flexibility and adaptability in various situations.
  • Problem assessment and resolution skills.
  • Information gathering and monitoring capabilities.
  • Demonstrated accuracy and attention to detail.
  • Collaborative management style.

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