Staff Accountant. Job Description

Transcription

1 Staff Accountant Job Description The Staff Accountant is primarily responsible for accounts payable, accounts receivable, invoicing, sales & use tax filing, sales commission filing and providing financial accounting support. This position reports to the Accounting Manager. DUTIES AND AREAS OF RESPONSIBILITY 1. Accounts Payable Verify the accuracy of vendor invoices by confirming receipt of items, matching to purchase orders, and ensuring any credits or previous payments have been properly reflected/posted on invoice Accurately code invoice to appropriate GL expense code and cost center, and enter all vendor invoices into the accounting system in a timely manner Review employee expense reports for approval; ensure accurately coded to appropriate GL expense code and enter into the accounting system in a timely manner Review charge code expense statements, ensure spending was properly approved and/or match to corresponding receipts, accurately coded to appropriate GL expense code and enter into the accounting system in a timely manner Assist accounting manager with weekly check disbursements Maintain all accounts payable files and complete filing of paid invoices after each check run Review all correspondence/vendor statements regarding accounts payable, and resolve outstanding issues Add and maintain vendor accounts and set payment terms to take advantage of all discounts offered Maintain federal ID numbers for all vendors, maintain hard copies of W-9s and input accurate data in accounting system Assist Accounting Manager prepare year end 1099 reporting Ensure the Accounts Payable sub-ledger reconciles with the General Ledger/Balance Sheet by 2 nd week after month-end and propose necessary accruals Maintain all Accounts Payable reports and files in a neat and orderly fashion so that the files are easily obtainable.

2 2. Accounts Receivable Process customer check payment receipts and record into accounting system Record and make bi-weekly bank deposits Process customer credit card payment receipts and record into accounting system Process customer ACH bank payment receipts and record into accounting system. Report credit card and ACH payment receipts to Accounting Manager on a monthly basis Research and resolve customer short payments or variances. Follow up with customers for any discrepancies Place reminder calls to customers with past due balances Respond to customer requests for invoice copies and delivery receipts Ensure all accounts receivable files are maintained Add and maintain customer accounts and ensure address and contact information is updated in accounting and provisioning system Ensure the Accounts Receivable sub-ledger reconciles with the General Ledger/Balance Sheet by 2 nd week after month-end and propose necessary reserve for bad debt Maintain all Accounts Receivable reports and files in a neat and orderly fashion so that the files are easily obtainable. 3. Sales Invoicing Maintain proper filing of all customer executed sales orders Obtain CFO approval/signature for all customer executed sales orders. Scan executed copy and electronically scanned copy to customer File scanned copy under customer file in Accounting Folder on Share drive and file hard copy in customer physical folder in the Accounting drawer Assist Accounting Manager prepare and create customer invoices on monthly basis and ensure prorated amount of each new monthly sales order is included on monthly invoices (if applicable) 4. Sales Commission Reporting Match and/or enter sales invoice amounts with commission calculation in Salesforce/excel report Calculate commission payment based on monthly invoicing amount Assist Accounting Manager process monthly commission payments Forward commission reports to the respective sales person by the 2nd week of each month Maintain monthly commission accrual vs. payment report

3 5. Sales Tax Reporting File monthly, quarterly, and/or yearly GET tax returns for State of Hawaii Maintain GET tax reports and supporting documentation. 6. Fixed Assets Record fixed asset acquisitions and dispositions by verifying receipt and acceptance of asset, accurately code fixed asset invoice to with proper fixed asset GL account code and department code and record in the accounting system Review and update the detailed schedules of fixed assets and accumulated depreciation with new addition/deletions of fixed assets, indicate if GET tax paid on the asset and portion pertaining to shipping Create a copy of each vendor invoice and related purchase order and file hard copy in the fixed asset folder that is used for supporting documentation Calculate depreciation expense for all fixed assets each month and update monthly accumulated depreciation journal entry in accounting system. Prepare asset roll-forward schedules relating to fixed assets and accumulated depreciation for month-end purposes Conduct analysis related to fixed assets as requested by Accounting Manager Maintain IT Equipment Fixed Asset Schedule and associated maintenance/warranty and software license costs each month. 7. Administrative and Customer Support Duties Assist the administrative assistant representative to ensure all incoming calls are answered promptly and assist with scheduling meetings for customers and internal staff. Send out Customer Welcome Document once Provisioning team has informed Account Department that new Customer order has been completed. Follow up with new Customer after 1 month of installation to solicit verbal feedback on initial installation process and if further assistance is needed. Follow up with each new Customer after 90 days by sending customer survey to each new Customer Create reports/investigate issues as assigned by Accounting Manager.

4 EDUCATION, NECESSARY SKILLS AND ATTRIBUTES 3+ years accounting experience (A/P and/or A/R) required High School Diploma required; Advanced Accounting education or degree in Accounting/Finance preferred) Understanding of AP/AR relationship to General Ledger Solid MS Excel, MS Word and MS Outlook skills required Preferred experience with Sage Peachtree Accounting experience or equivalent Accounting system Fast, accurate data entry skills 10-key by touch Excellent problem resolution skills and ability to multi-task Solid organizational skills with attention to detail Ability to adapt to frequent changes in priorities and scheduled tasks Demonstrated ability to communicate effectively, both verbally and in writing across multiple levels within an organization and with customers Demonstrated ability to establish and maintain relationships with employees at all levels in the organization Demonstrated ability to work autonomously, prioritize, organize and work effectively in a fast paced environment Strong customer service orientation About DRFortress DRFortress, LLC is the largest carrier-neutral data center operating in Hawaii with headquarters near the Honolulu airport. DRFortress provides network neutral colocation and cloud-based computing and storage services to enterprises, content companies, system integrators, carriers, wireless service providers, cable companies and ISPs. The mission of DRFortress is to manage and maintain world-class facilities offering infrastructure services so that customers can focus on their core business. The DRFortress data center houses the densest concentration of IP carriers in Hawaii, including AT&T, CenturyLink (formerly Qwest Communications) Clearwire (Sprint), Hawaiian Telcom, Oceanic Time Warner Cable, Pacific Wave Communications, and tw telecom. DRFortress is also the only commercial Internet Exchange hub in Hawaii (including the original Hawaii Internet Exchange).

5 The DRFortress team combined has over 100 years of experiencing delivering data center services with excellent customer service and available to our customers 24x365x7. DRFortress acquired the original facility from Equinix, Inc., (NASDAQ: EQIX) in December 2006 and completed an expansion of the 2nd adjacent facility in August The Company s 21,300 ft2 facility has approximately 400 cabinets, 2.0 Megawatt critical power and supports over 1,000 local and International companies.