Staff Accountant

Job Description

Job Description

Staff Accountant

The Staff Accountant is responsible for managing the organization’s day-to-day financial operations, including purchasing, inventory tracking, accounts payable and receivable, commodity program management, and financial reporting. This role ensures accurate recordkeeping, timely processing of transactions, and effective coordination with vendors, customers, and internal teams.

• Process, create, and adjust all purchase orders; forecast future purchasing needs
• Maintain delivery schedules and coordinate incoming shipments
• Receive purchase orders and communicate shortages or damages to vendors
• Manage vendor claims and ensure credits are received for discrepancies
• Track inventory, storage, and spreadsheet records
• Record billing entries, including daily pallet and pick counts
• Process invoice adjustments, including sales returns (damaged, refused, or not delivered items)
• Communicate inventory adjustments for damaged or missing goods
• Process and verify invoices, including offsite storage expenses
• Ensure all invoices have proper approval prior to payment
• Maintain organized AP records and filing systems
• Apply and record payments accurately
• Adjust customer invoices as needed
• Apply customer payments and maintain accurate account balances
• Process vendor rebates and track receivables
• Place and receive commodity orders
• Process and maintain NOI (Net Off Invoice) reports and balances
• Review balances through K-12 and Processor Link systems
• Upload and reconcile NOI data on a weekly basis
• Run and analyze line-item usage reports
• Process billing and generate NOI files
• Review outstanding invoices and follow up as needed
• Conduct inventory reviews and purchasing analysis
• Evaluate inventory reorder reports
• Perform end-of-month inventory reconciliation
• Submit commodity purchase orders
• Enter and reconcile monthly expenses and invoices
• Process accounts receivable payments
• Manage monthly pre-orders
• Process vendor rebates
• Prepare NOI commodity selection worksheets
• Complete SEPDS reporting
• Maintain and update price lists and vendor contracts/agreements
• Process new account credit applications
• Organize and archive year-end documentation
• Coordinate seasonal and summer projects, including advance pre-orders

• Advanced Excel skills- applicants will be tested
• Proven experience in bookkeeping or full-charge accounting roles
• Strong knowledge of accounts payable, accounts receivable, and inventory management
• Experience with financial systems and spreadsheet tracking
• High attention to detail and strong organizational skills
• Ability to manage multiple priorities and meet deadlines
• Strong communication skills for vendor and customer interactions