Accounting Assistant

Job Summary:

The Accounting Assistant provides administrative and transactional support to the Accounting Department. This position assists with accounts payable, accounts receivable, purchasing documentation, account reconciliations, data entry, financial recordkeeping, and month-end reporting activities.

The Accounting Assistant works closely with the Corporate Controller, Accounting, Purchasing, Supply Chain, Project Management, Production, Human Resources, suppliers, and customers to maintain complete and accurate financial records.

This is a fully on-site position located at Epsilon Industries’ Tuscaloosa, Alabama facility.

• Receive, review, code, and enter supplier invoices into the accounting or Enterprise Resource Planning (“ERP”) system.
• Match invoices with purchase orders, packing slips, receiving records, and required approvals.
• Verify supplier information, pricing, quantities, taxes, freight charges, payment terms, project numbers, and general ledger coding.
• Identify invoice discrepancies and coordinate corrections with Purchasing, Receiving, Accounting, or suppliers.
• Maintain organized records of outstanding, approved, paid, and disputed invoices.
• Assist with preparing payment batches, checks, electronic payments, and supporting documentation.
• Respond to routine supplier questions regarding invoices and payment status.
• Reconcile supplier statements and research missing invoices or credits.

• Assist with preparing and issuing customer invoices.
• Enter and maintain customer billing information in applicable systems.
• Apply customer payments and maintain accurate payment records.
• Monitor outstanding balances and assist with accounts-receivable reporting.
• Research payment differences, unapplied cash, credits, and billing discrepancies.
• Maintain supporting documentation for customer invoices and payments.
• Direct complex billing and account questions to the appropriate accounting representative.

• Assist with bank, credit-card, general ledger, supplier, customer, and other account reconciliations.
• Prepare routine journal entries and supporting schedules under the Corporate Controller’s direction.
• Assist with month-end, quarter-end, and year-end closing activities.
• Research discrepancies and obtain missing financial documentation.

• Assist with expense reports, employee reimbursements, and company credit-card transactions.
• Support fixed-asset, inventory, work-in-process, and project-accounting activities as assigned.
• Assist with preparing financial reports, spreadsheets, and management summaries.
• Maintain accurate and timely accounting records.

• Review purchase orders, packing slips, receiving records, invoices, and project documentation for completeness.
• Verify that costs are assigned to the appropriate project, work order, department, account, or cost center.
• Coordinate with Purchasing, Supply Chain, Receiving, and Project Management to resolve documentation issues.
• Assist with tracking open purchase orders, commitments, costs, and outstanding invoices.
• Maintain supporting records for project costs and supplier transactions.
• Report missing approvals, receiving records, invoices, or other required documentation promptly.

• Enter financial, supplier, customer, project, and transaction information into Genius ERP or other company systems.
• Review entered information for accuracy and completeness.
• Maintain electronic and physical accounting files in accordance with company procedures.
• Scan, organize, retrieve, and retain invoices, purchase orders, receipts, reconciliations, and reports.
• Protect confidential employee, supplier, customer,…