Accounting Specialist

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