Accounting Specialist

Job Description

Job Description

Salary : $25 - $31.50 per hour

Position Title : Accounting Specialist

Department : Accounting

Location : Buena Park, CA

Reports To : Accounting Supervisor

Salary Range : $25.00 - $31.50 per hour (40 hours per week)

Job Summary : The Accounting Specialist will play a crucial role in the financial operations of our company, focusing on accounts receivable and general accounting functions.

This position requires a solid understanding of accounting principles, strong analytical skills, and the ability to manage multiple tasks efficiently while maintaining a high level of accuracy and attention to detail.

The ideal candidate will have significant experience in accounting and a proven track record of success in a fast-paced environment.

Key Responsibilities :

Accounts Receivable :

• Manage the full accounts receivable cycle, including invoicing, collections, and credit control. This involves accurately generating and sending invoices to customers, following up on outstanding payments, and enforcing credit policies to ensure timely collections.
• Prepare and issue accurate invoices to clients in a timely manner. Invoices should be thoroughly reviewed for accuracy, including correct billing amounts, customer information, and payment terms, before being issued to clients promptly upon completion of services or delivery of goods.
• Monitor accounts to identify outstanding debts and ensure prompt collections of payments. Regularly review customer accounts to identify any overdue balances and take proactive steps to follow up with customers and secure outstanding payments, adhering to established collection procedures.
• Maintain detailed and up-to-date customer accounts within the accounting system. Ensure that all customer account information, including contact details, billing addresses, payment history, and outstanding balances, is accurately recorded and consistently updated in the accounting software.
• Perform daily, weekly, and monthly reconciliations of accounts receivable balances, investigating and resolving discrepancies.

Reconcile accounts receivable sub-ledgers and general ledger accounts on a regular basis, identifying and resolving any discrepancies or errors through thorough investigation and appropriate adjustments.

• Proactively resolve billing disputes and inquiries in a professional and timely manner. Respond promptly to customer inquiries or disputes regarding invoices, thoroughly investigate the issues, and provide clear explanations and resolutions while maintaining a professional and courteous demeanor.
• Prepare and distribute aged accounts receivable reports and other related financial reports for management review. Generate and distribute accurate and timely reports on accounts receivable aging, collections, and other relevant metrics to keep management informed and facilitate decision-making.
• Collaborate closely with the sales and customer service teams to address client inquiries and issues related to invoicing and payments.

Maintain open lines of communication with cross-functional teams, sharing relevant information and working together to resolve customer inquiries, disputes, or issues related to billing and payments.

• Implement and maintain effective credit control procedures to minimize bad debts and ensure timely collections. Develop and enforce robust credit policies and procedures, including credit checks, payment terms, and collection efforts, to minimize the risk of bad debts and ensure timely collections from customers.
• Reconcile various transactions and vendor statements on a regular basis. Perform periodic reconciliations of accounts receivable sub-ledgers and general ledger accounts against vendor statements, identifying and resolving any discrepancies or errors to maintain accurate records.

Accounts Payable (Bonus Skills) :

• Process and verify vendor invoices, ensuring proper coding to expense accounts and compliance with company policies. Carefully review and validate vendor invoices for accuracy, allocate expenses to the appropriate accounts based on established coding guidelines, and ensure adherence to company policies and procedures related to invoice processing and approval.
• Prepare and process accounts payable payments, including checks, ACH, and wire transfers, ensuring accuracy and timeliness.

Generate and issue payments to vendors through various methods, such as checks, electronic fund transfers (ACH), or wire transfers, based on the vendor's preferred payment method.

Verify payment details, including amounts, account information, and due dates, to ensure accuracy and timely processing.

Maintain accurate and organized records of all accounts payable transactions, including supporting documentation. Ensure that all accounts payable transactions are properly documented and supported by relevant documentation, such as vendor invoices, purchase orders, and receipts.

Keep records organized and easily accessible for reference and audit purposes.

Assist with the investigation and resolution of vendor inquiries and discrepancies. Respond to vendor inquiries and disputes related to payments, invoices, or account balances in a timely and professional manner.

Thoroughly investigate any discrepancies or issues, gather relevant information and documentation, and work towards resolving the matter in collaboration with vendors and internal stakeholders.

General Accounting :

• Assist with month-end and year-end closing processes, including preparing journal entries, account reconciliations, and financial statements.
• Support the preparation of accurate and timely financial reports for management review.
• Participate in external and internal audits by providing necessary documentation and responding to auditor inquiries.
• Ensure compliance with company policies and procedures, as well as applicable laws and regulations.
• Contribute to the continuous improvement of accounting processes and systems, identifying areas for streamlining and automation.

Qualifications :

• Bachelor's degree in Accounting, Finance, or a related field.
• Minimum of 3-5 years of progressive experience in accounts receivable, accounts payable, and general accounting.
• Proficient in accounting software (SAP and GP) and Microsoft Office Suite, particularly advanced Excel skills.
• Solid understanding of accounting principles and practices, including GAAP and relevant tax regulations.
• Excellent analytical and problem-solving skills, with the ability to identify and resolve complex accounting issues.
• High level of accuracy and attention to detail, with a commitment to producing quality work.
• Strong organizational and time management skills, with the ability to prioritize and meet deadlines in a fast-paced environment.
• Ability to work independently and as part of a team, collaborating effectively with cross-functional departments.
• Effective communication skills, both written and verbal, with the ability to convey complex financial information clearly.

Working Conditions :

• This position is 100% on-site, and while hours are flexible, we expect a commitment of 8 hours of work per day in the office environment.
• Occasional overtime may be requested to meet deadlines, particularly during month-end and year-end closing periods, as well as during peak business periods.

Physical Requirements :

• Ability to sit for extended periods while working at a computer.
• Ability to use standard office equipment, such as computers, printers, and calculators.

Benefits :

• Vacation : 2-4 weeks depending on years of service. Accrued 1 / 26 per pay period after completion of 90 days of employment.
• Holidays : 12 paid holidays per year.
• Sick leave of 12 days per year from start date.
• 401(k) matching : Employer matches 25% of employee contributions up to the first 4% of gross wages, with contributions allowable from 1% to 100% (subject to IRS limits).
• Medical and Dental insurance through Cigna, starting after 30 days (HMO & PPO options).
• Vision coverage available through VSP Vision.
• Life Insurance : Group Life and AD&D is 2 times annual salary up to $50,000.
• Long-term disability : Long Term Disability is 60% of your monthly earnings up to $6,000.
• Employee Assistance Program available 24 / 7.
• Voluntary life / AD&D insurance available for purchase.
• Bereavement : Employees will receive full pay for up to 5 days Bereavement leave for immediate family.
• Jury duty pay : Employees will receive full pay for absences up to 10 days caused by jury duty.

Why Join Us?

Joining Hochiki America means being part of a culture that values innovation, reliability, and safety. We provide our team members with the opportunity to work on transformative projects in an environment that supports their professional growth and personal aspirations.

We offer competitive salaries, comprehensive benefits, and opportunities for advancement in a globally recognized organization.

Be a part of a team that is making a difference in advancing fire safety technology worldwide.

The above position description identifies the essential job functions and skills needed by the person or persons assigned to this position.

These job functions and skills are not intended to be a complete and inclusive list of all responsibilities, duties, and skills required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. The information contained herein is subject to change at the discretion of the Company.