Staff Accountant

The Staff Accountant is responsible for supporting the organization’s day-to-day accounting operations, including accounts payable, accounts receivable, collections, general ledger reconciliations, and month-end close activities. This role ensures the accurate and timely processing of vendor invoices and customer payments, maintains financial records, resolves billing discrepancies, and supports financial reporting and audit requirements. The Staff Accountant works closely with internal departments, vendors, customers, and the Controller to maintain accurate account balances, meet reporting deadlines, and identify opportunities to improve accounting processes.

Essential Job Functions

• Review and enter vendor invoices into the ERP system, including the deferred receiving process.
• Match receivers to purchase and repair orders (PO/RO) and vendor invoices; resolve discrepancies.
• Review the open receiver file for missing vendor invoices and track missing or unreceived parts.
• Confirm vendor credits are received and applied for returned goods and price adjustments.
• Review freight bills for inappropriate charges.
• Generate the weekly AP check run report for management approval and process approved payments by check, ACH, wire and charge card.
• Reconcile vendor statements and expense reports; resolve payment complaints and discrepancies.
• Maintain vendor files: W-9s, banking information, resale certificates and exemption forms.
• Prepare new vendor credit applications and request credit limit increases when needed
• Enter customer invoices and review the automated invoicing system for discrepancies; correct as needed.
• Review bank accounts for incoming payments, obtain remittance details and apply payments (check, ACH, wire, credit card).
• Prepare and email customer statements; confirm customers have all outstanding invoices and agree with their balance.
• Monitor the AR aging report and conduct collections by email and phone; develop payment plans when needed.
• Review new customer applications, check credit references and recommend credit limits to management.
• Maintain accurate customer account records and build working relationships with customers
• Perform month-end reconciliations for AP, AR, bank accounts, credit cards, prepaids, operating expense accounts and intercompany transactions.
• Prepare and post journal entries, accruals and adjustments; research and clear reconciling items.
• Review and flag the AP and AR aging reports.
• Complete assigned month-end close tasks on schedule and keep close checklists current.
• Prepare reports for all operating rhythms and AP/AR analyses as requested.
• Assist with internal and external audits, including preparing schedules and retrieving sample documentation.
• Assist the Controller with special projects, account analyses and process improvements.
• Work with internal departments to resolve billing and payment issues.
• Maintain organized digital and physical filing systems for transactions, reconciliations and close documentation.
• Assist with testing, launch and support of new tools and procedures.
• Perform other duties as assigned.

Requirements

• Bachelor's degree in accounting.
• 2–3 years minimum accounting experience with an AP/AR emphasis, including account reconciliations and month-end close.
• Proficiency with ERP systems and the ability to learn proprietary software.
• Advanced Excel skills; proficiency in Microsoft Office.
• Strong research, analytical and time-management skills.
• Excellent verbal and written communication, a customer-service manner and a professional demeanor.
• Ability to multitask, meet weekly and month-end deadlines, and adapt in a fast-paced environment.
• Quantum ERP experience preferred
• Quickbooks and Sage 300 experience preferred
• Aviation industry experience preferred