POSITION STATEMENT
Provides comprehensive accounting support to the Accounting Department through the timely and accurate processing of accounts payable, accounts receivable cash applications, customer credits, and employee expense reports. Assists in maintaining the integrity of financial records, ensuring data accuracy, and supporting the efficient operation of departmental accounting functions. This position is responsible for assisting with various accounting processes, maintaining supporting documentation, and collaborating with internal departments and external business partners as needed. The individual must be capable of working independently, exercising sound judgment, and contributing to the continuous improvement of accounting procedures and financial controls. This position reports directly to the Controller.
ESSENTIAL DUTIES AND RESPONSIBILITIES – Duties may be changed if job requires and/or additional duties may be assigned as needed
Accounting Duties
- Processes and enters company invoices and wire transfer requests submitted by department managers for payment. Ensures accurate coding and allocation of expenses to the appropriate corporate and departmental budgets while maintaining compliance with company policies and accounting procedures.
- Maintain and administer vendor records, including W-9 documentation, banking information, and email contact details, ensuring data accuracy, completeness, and compliance with internal controls. Communicate directly with vendors to obtain, verify, and update information, resolve discrepancies, and support timely payment processing.
- Collaborate with the Marketing Department and Sales Team to investigate and resolve outstanding items on vendor statements, ensuring timely reconciliation of discrepancies, accurate financial records, and prompt vendor payments.
- Run weekly AP reports to project outgoing cash payments and assist with cash flow projection reports and models managed by the Controller.
- Conduct audits of invoice credit submissions received from the Sales team to validate distributor credit amounts issued, vendor information, and payment application. Investigate discrepancies, ensure adherence to established procedures, and approve transactions for accurate and timely processing. Reconcile monthly these expenses to budget reporting tools to ensure financial statements match.
- Prepare, review, and format Excel files for accurate import into the company's ERP system, ensuring data integrity, proper mapping, and successful posting of transactions to the General Ledger.
- Prepare and maintain expense ledger schedules used in the month-end close process, supporting the calculation and recording of accruals, prepayments, and other journal entries necessary for accurate financial statement presentation.
- Assist the Controller in verifying the accuracy of 1099’s issued to vendors. This entails obtaining updated W-9’s from vendors and at times reaching out to vendors to confirm accuracy of info to ensure timely issuing of 1099’s. Will also assist in compiling and calculating amounts being reported.
- Compile AR remittances and accurately apply accounts receivable payments to customer accounts, ensuring proper allocation of funds, timely posting of transactions, and maintenance of accurate account balances. Research and resolve unapplied cash, short payments, and other account receivable variances to ensure integrity of accounts receivable records.
- Analyze accounts receivable aging and collection reports to identify outstanding balances, payment variances, deductions, and discrepancies. Communicate directly with distributors to investigate and resolve payment issues, reconcile account differences, and facilitate the timely collection of outstanding receivables.
- Review, approve, and manage the Company's Travel & Entertainment (T&E) expense reports, ensuring compliance with Company policies and the accurate coding and allocation of expenses to the appropriate general ledger accounts. Responsible for providing users support, validating supporting documentation, identifying discrepancies, and following up with employees as necessary to ensure complete and accurate submissions. This position will also be responsible for formatting, validating, and importing expense data to ensure accurate posting within the Company's T&E management platform and ERP system, supporting timely and reliable financial reporting.
- Import and maintain departmental and sales T&E budgets within the Company's financial and reporting systems based on budgets developed by the Controller, enabling the Sales team and department managers to effectively monitor actual spending against budgeted amounts.
- Provide administrative support to the Controller in the management and administration of the Company's corporate credit card program. Responsibilities include maintaining cardholder records, coordinating the issuance and cancellation of cards, monitoring compliance with Company credit card policies, and assisting with account maintenance. This position will work directly with banking representatives and employees to resolve credit card issues, including disputed transactions, declined charges, account inquiries, and suspected fraudulent activity. The individual will be responsible for coordinating and documenting fraud claims, charge disputes, and other required communications with the bank to ensure timely resolution and minimize financial risk to the Company.
Administrative Duties
- Responsible for maintaining all accounting documents and records. Will assist with various projects that require making copies to assist accounting and any department heads with accounting records to support their expense ledgers, bill backs and audit request from external auditors. Will also assist in further exploring the department to be fully paperless.
QUALIFICATIONS
- This position requires an individual who can quickly learn, retain, and master the Company's systems and processes. The successful candidate must be able to transition from training to independently managing assigned responsibilities, demonstrating initiative, sound judgment, and the ability to operate effectively without constant oversight or direction.
EDUCATION AND/OR EXPERIENCE, SKILLS
- College degree and/or equivalent work experience with accounting. Requires understanding of basic debits and credits. Must have general understanding of accruals, prepayments and journal entries.
- Mathematical skills are required to assure accuracy of work and find differences.
- Fluent knowledge of PC. Knowledge of Microsoft Excel and Word a must. Microsoft Excel is critical to be successful in this position. Should have familiarity with Pivot tables, Filtering, Data sorting and basic excel formulas.
- Independent worker – Incumbent must be able to perform job responsibilities without daily supervision on reoccurring tasks.
- Ability to develop a thorough understanding of the Company's chart of accounts, product brands, and expense coding structure. Must be capable of independently reviewing invoices and accurately determining the appropriate general ledger expense classifications based on the nature of the expense. This position will work collaboratively with the Controller to identify, establish, and maintain proper accounting treatment and coding procedures, while exercising sound judgment in the day-to-day application of expense allocations.
PHYSICAL DEMANDS
- The physical demands described here are representative of those required by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the incumbent is regularly required to use their hands and eyes for PC use; reach with hands and arms; talk and hear. The incumbent is required to stand; sit; stoop, kneel, crouch. The incumbent must be aware that the job involves distribution of alcohol beverages and recognizes that the company in no way supports drinking of alcoholic beverages while exercising the duties of this job.
ADDITIONAL REQUIREMENTS
- Current valid driver’s license
- Good time management skills
- No DWI offenses
- No illegal drug use
- This is an on-site position in Melville, NY
- Office hours are M-F from 9 am to 5 pm EST
- Employee must comply with all federal, state and local laws and regulations which govern the alcoholic beverage industry and maintain at all times the highest ethical business standards and fiduciary duty on behalf of the company and its customers.
Pay: $90,000.00 - $95,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid parental leave
- Paid time off
- Parental leave
- Vision insurance
Work Location: In person
