Accounting Specialist - Internal

White Bear Lake, MN

SUMMARY: This new role will have responsibility for either Accounts Receivable (AR) or Accounts Payable (AP) as the Accounting Specialist. The role is responsible for performing a variety of financial, administrative, and clerical duties to support the company’s financial health and operational efficiency. This role requires attention to detail, the ability to manage competing priorities, and a commitment to upholding financial integrity. The Accounting Specialist is a trusted resource for internal teams and external partners, providing exceptional customer service and supporting continuous process improvement.

DUTIES AND RESPONSIBILITIES

Accounts Receivable (AR) Accounting Specialist:
Overview: The AR Accounting Specialist ensures timely and accurate processing of customer invoices and payments to support company cash flow and revenue goals. This role manages the full receivables cycle, including collections and credit monitoring, while providing support to customers and sales representatives. By maintaining accurate records and strong follow-up, the AR Accounting Specialist helps minimize risk, resolve issues quickly, and build positive relationships with customers both internally and externally.

Key Responsibilities:

Prepare and send customer invoices and statements as promptly
Process and post daily payments, including checks, credit cards, ACH, and wire transfers
Verify and reconcile payment discrepancies, lockbox deposits, and ACH/wire transactions
Enter invoices into customer portals daily and resolve discrepancies with purchase orders or receipts
Respond to customer service inquiries via phone and email
Monitor past due accounts, send reminders, and make collection calls
Initiate credits, adjustments, or refund requests as needed
Handle uncollectible accounts, work with collection agencies, and implement customer payment plans
Oversee customer accounts involved in bankruptcy proceedings, including communication, documentation, and compliance with legal requirements
Maintain and update accounts on hold, communicating status daily
Process new customer credit applications and prepare contracts when needed
Reconcile AR sub-ledgers and credit card activity
Prepare AR reports such as Aging, Days Sales Outstanding (DSO), and ad hoc reports
Track customer credit limits and terms
Send monthly past due reports to sales representatives
Assist with year-end audit work, including gathering documentation, reconciling balances, and providing supporting schedules to auditors
Identify and recommend process improvements and automation opportunities
Other duties as assigned

Accounts Payable (AP) Accounting Specialist:
Overview: The AP Accounting Specialist is responsible for coordinating the company’s outgoing payments and ensuring that all vendor invoices are processed accurately, efficiently, and in compliance with company policies. This role plays a key part in supporting the company’s financial stability by maintaining accurate records, meeting payment deadlines, and building strong relationships with vendors and internal teams. The AP Accounting Specialist works closely with Purchasing, Operations, and other departments to resolve discrepancies, improve processes, and support overall cost control. Success in this role helps the company maintain a positive reputation with suppliers while ensuring smooth day-to-day operations.

Key Responsibilities:

Enter approximately 1,800 invoices per month into ERP accurately and efficiently
Review invoices for accuracy, proper coding, and required approvals
Process weekly payments, including ACH, wire transfers, and checks, with accuracy and security
Process third-party invoices and bill customers for shipping as needed
Obtain required approvals and documentation before processing payments
Post vendor payments to proper accounts in ERP
Respond to vendor questions and resolve issues promptly via phone and email
Reconcile and post monthly corporate credit card statements accurately and timely
Work with Purchasing to resolve vendor disputes and discrepancies
Reconcile vendor statements regularly to ensure account accuracy
Generate and maintain AP Aging reports, ensuring management has clear visibility into outstanding payables
Monitor and reconcile GR/IR (Goods Receipt/Invoice Receipt) accounts monthly
Research and correct payment application or journal entry variances
Prepare annual 1099 tax statements
Create and maintain vendor accounts in ERP, ensuring accurate data entry and compliance with vendor setup policies
Generate reports for cashed and uncashed checks
Maintain accurate filing and record keeping for compliance and audit readiness
Assist with year-end audit work, including preparing schedules, gathering supporting documentation, and addressing auditor questions
Identify and recommend process improvements and automation opportunities
Other duties as assigned

QUALIFICATIONS

Associate’s degree in Accounting, Finance, or Business Administration required
Three years of general accounting experience required; manufacturing experience preferred
Experience with ERP systems such as SAP, Microsoft Dynamics, or similar platforms preferred
Accurate and efficient 10-key data entry skills
Proficiency with Microsoft Office Suite, including Excel
Ability to deliver professional, responsive, and customer-focused support
Sales and Use Tax experience preferred
High degree of accuracy, organization, and attention to detail
Effective written and verbal communication skills
Collaboration skills across all levels of the organization, as well as with customers and vendors
Ability to maintain confidentiality and exercise sound judgment

WORK ENVIRONMENT
This position operates primarily in a professional office environment with regular interaction with manufacturing plant operations.

WORK SCHEDULE
This is a full time position with a standard Monday through Friday schedule. Occasional evening or weekend hours may be required during month end close, year end close, audits, budgeting, or other peak business periods.

COMPENSATION
Compensation based on experience

EQUAL EMPLOYMENT OPPORTUNITY
Wilson Tool is an EEO/AA employer. Women, minorities, individuals with disabilities, and veterans are encouraged to apply.