Staff Accountant

About Us:

ASI is a leading national provider of architectural signage solutions with a 60+ year history of innovation and client service. With multiple corporate offices and manufacturing locations, we deliver turnkey design, fabrication, and installation of signage for diverse markets including healthcare, education, corporate, and multifamily. Our work spans both interior and exterior signage, providing complete solutions to our clients nationwide.

Position Summary:

The Staff Accountant supports daily accounting operations, with a primary focus on accounts payable, vendor management, and related administrative functions. This role also assists with reporting, account reconciliations, and other tasks that support accurate and efficient financial operations. Candidates should have experience with AI tools or a willingness to learn how AI can be applied responsibly to improve the accounts payable processes, accuracy, and efficiency. An active notary public is desirable.

Key Responsibilities:

• Accounts Payable Management
  • Enter all invoices and prepare weekly check runs.
  • Respond to vendor inquiries and maintain vendor records.
  • Save invoices in both I2 and QuickBooks systems.
  • Review purchase orders to ensure accurate two-way matching.
  • Manage and enter daily credit card transactions in QuickBooks.
  • Identify and enter capital assets into QuickBooks as needed.
  • Close Accounts Payable by the 7th business day of each month.
• Accounting & Administrative Support
  • Maintain an active notary commission and provide notary services for company documents as needed.
  • Update customer deposit reports daily in Google Sheets as needed.
  • Assist with pre-qualification tasks assigned.
  • Match employee reimbursements and offset them to the appropriate accounts.
  • Assist with monthly financial reporting activities.
  • Save final Accounts Payable reports monthly in the AP folder.
  • Assist with compiling monthly inventory reports.
  • Support office administrative functions, including ordering supplies and shredding documents as needed.
  • Maintain standard work hours of 8:00 a.m. to 5:00 p.m., unless otherwise approved.
  • Provide general office administrative support, including ordering supplies, coordinating document shredding, and completing other assigned tasks.

Management Processes

• Weekly Responsibilities - Wednesdays
  • Identify prepaid vendors from I2 and enter them into QuickBooks.
  • Identify urgent vendors based on business needs and payment due dates.
  • Download the Accounts Payable report from QuickBooks into Excel and review vendors scheduled for pay.
  • Ensure all automatic vendors are entered into QuickBooks at the beginning of the month.
  • Submit payment reports to management for approval.
  • Process checks and match them with corresponding vendor invoices
• Weekly Responsibilities - Thursdays
  • Identify checks to be paid via ACH and attach supporting information.
  • Mail vendor checks.
• Monthly Responsibilities
  • Ensure all received purchase orders have corresponding invoices uploaded.
  • Ensure invoices for all received purchase orders are downloaded and saved in the AP folder.
  • Review monthly vendor statements to confirm all invoices are accounted for.
  • Contact vendors to request missing invoices when necessary.
  • Resolve discrepancies independently or review them with management.

Qualifications:

• 5+ years of accounting and bookkeeping experience.
• Associate degree or equivalent combination of education and relevant work experience.
• Basic understanding of accounting policies and procedures.
• Strong time management skills and ability to research issues independently.
• Proficiency with QuickBooks, Excel, and other ERP applications.
• Strong communication skills with the ability to work across all levels and departments.
• Team-oriented mindset with a strong work ethic and willingness to support others.
• Desire to learn and grow within a collaborative environment.