Accounting and Purchasing Specialist

Position Summary

The Accounting and Purchasing Specialist is responsible for overseeing the financial integrity and operational efficiency of purchasing and inventory management functions. This position plays a key role in maintaining accurate accounting records, optimizing procurement processes, and supporting cost control initiatives across the organization. The ideal candidate will demonstrate a strong understanding of accounting principles, purchasing procedures, and inventory best practices while upholding the company's standards for accuracy, compliance, and fiscal responsibility.

This position must be committed to our values:

· Work as a Team

· Deliver Results

· Show Respect

· Be Accountable

· Keep Customers First

Key Responsibilities

Accounting and Financial Management

• Reconcile purchasing and inventory transactions within the accounting system to maintain accurate general ledger balances.
• Monitor and analyze cost of goods sold (COGS), reporting variances and assisting in corrective actions as needed.
• Manage uninvoiced inventory receipts and open purchase orders.
• Support month-end and year-end closing activities
• Prepare and maintain financial and system records related to vendors and inventory.
• Collaborate with management to ensure adherence to budgetary guidelines and cost-control objectives.

Purchasing Management

• Establish and maintain strong, professional relationships with vendors and suppliers to ensure competitive pricing, quality, and reliability.
• Negotiate pricing, payment terms, and conditions for contracts and special projects.
• Identify, evaluate, and onboard new vendors to meet organizational and departmental needs.
• Determine best approach for fulfilling job orders – purchase or use existing inventory.
• Create, issue, and monitor purchase orders (POs) to ensure timely fulfillment and accuracy.
• Proactively resolve pricing, shipping, and invoicing discrepancies through effective communication and negotiation.
• Oversee purchasing programs for state and federal government contracts (e.g., STS and GSA).
• Communicate purchase order status updates and changes to internal stakeholders in a timely and accurate manner.
• Support the execution of over-the-counter or box sales as needed.

Inventory and Warehouse Coordination

• Collaborate with the inventory and warehouse teams to ensure accurate receipt, storage, and issuance of materials.
• Maintain the integrity of the parts master file, including new part setup, standard cost adjustments, and part inactivation.
• Manage cycle counts, reconciliations, and physical inventory processes to ensure data accuracy.
• Identify slow moving and excess and obsolete inventory and work with other departments to liquidate that inventory.
• Serve as a back-up for the Warehouse Specialist during absences or high-volume periods, performing receiving, shipping, and materials issuance duties.

Process Improvement and Compliance

• Partner with management to identify and implement process improvements that enhance efficiency and accuracy across      accounting, purchasing, and inventory operations.
• Evaluate vendor performance and risk to maintain compliance with company policies and contractual obligations.
• Ensure internal controls are effectively applied to all purchasing and inventory-related financial transactions.
• Support the development and documentation of standard operating procedures for accounting and procurement functions.

Requirements

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred.
• Minimum of 3–5 years of experience in accounting, purchasing, or inventory management.
• Strong knowledge of accounting principles and procurement processes.
• Proficiency in accounting systems.
• Excellent analytical, organizational, and problem-solving skills.
• Strong interpersonal and communication abilities, with a focus on collaboration and vendor relations.
• High level of integrity, accuracy, and attention to detail.