Job Description

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