Job Description for Staff Accountant

Essential Duties and Responsibilities includes the following:

General Ledger:

• When the bi-weekly payroll spans 2 fiscal months, entry of the payroll into an existing Excel spreadsheet, which generates the “split” of the payroll between the appropriate fiscal months. Subsequently enter the information from the spreadsheet into the Accounting Software, to ensure appropriate expense recognition by month.
• Monthly reconciliation of inventory counts between physical inventory and Accounting software.
• Reconciles Pervasive expenses
• Assists outside accounting staff with end of year adjustments and taxes
• Oversees and analyzes all sales tax reporting
• Prepares and presents monthly financial statement for review by the 15th of the month

Accounts Receivable:

• Oversees data entry of receipts by accounting associate
• Performs all functions associated with client invoicing in CRM (customer relations management, WW) software and Accounting software (QuickBooks), ensuring proper revenue classification and adherence to pricing guidelines.
• Makes AR calls to clients per procedures. Follows up with sales staff on collections they are primary. This includes creating new clients, if necessary, in both systems.
• On a daily basis, as necessary, entry of credit card transactions through the online processing software to secure authorization and “clearance” of credit cards.
• Ensures on a weekly basis, that Sales in CRM software and Accounting software are in balance.
• Weekly generation of an Accounts Receivable listing, appropriate "dunning", and notification to Sales staff.

Accounts Payable/Purchasing:

• Performs all functions associated with proper processing of vendor invoices, ensuring proper Income Statement/Balance Sheet classification, and timely payment. Resolves any invoicing and payment issues.
• Individual will have appropriate discussion(s)/negotiation(s), potentially daily, with vendors regarding payment terms and status of payments.
• Manages Company credit card accounts, ensuring appropriate usage of cards by Company personnel and timely and proper recording of charges. The individual is also responsible for monitoring, “managing”, and reconciliation of balances of the corporate credit card accounts. This includes matching up of individual credit card receipts to the monthly statements.
• Manages “recurring transactions”, to ensure that they are properly recorded and paid, in a timely manner.
• Issuance of purchase orders for products re-sold on a “drop ship” basis. These are generated through the Accounting software.
• When required, issuance of purchase orders to appropriate vendor.

Cash Management:

• Bi-weekly preparation of Cash Flow Analysis
• Daily reconciliation of Bank balance to book balance.

Customer Relations Software/Order Management Responsibilities:

• On a daily basis, as needed, generation of permanent registration codes and management of any issues that may arise with said generation/creation.
• On a daily basis, as needed, generation of shipping requests for product(s) associated with a client order being paid or needing to be shipped if it is a purchase where terms are possible.
• Resolve issues regarding incorrect input/setup of orders in the system.
• Monthly generation of Commission report to utilize in generation of payroll.
• Maintenance of sales assignments in CRM software.
• Periodic validation of customer and vendor information between Accounting software and CRM software.
• Maintenance of products, classes, etc between Accounting software and CRM Software.

Other responsibilities:

• Establishes uniform correspondence procedures and style practices.
• Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
• Coordinates activities of various clerical departments or workers within department.
• Oversees data entry of AP invoices by accounting associate
• Oversees generation of registration codes for payments associated with software purchases and renewals.
• Manages coordination with accounting firm on special projects as necessary

To respond to this opportunity: please send cover letter with your salary requirements and resume to careers@windowbook.com and voice mail
to 617-395-4507. If you pass the initial screen, we will call you and ask you to come in and interview and take a test to make sure this position is a good fit for you and Window Book. Window Book is an equal opportunity employer.