General Accounting Specialist

Position Summary

This position will be a hybrid of General Accounting duties (primarily focused on A/P vendor registration, Credit Card management, internal audit and account reconciliation) and will be responsible for managing and optimizing the organization's general accounting processes.

Role and Responsibilities

VENDOR SETUP AND MAINTENANCE
1. Collect, review, and verify vendor documentation (e.g., W-9 forms, banking details).
a. Accurately input vendor information into the Accounts Payable system.
b. Ensure all vendor data complies with company policies, including tax identification and payment terms.
c. Maintain updated records of vendors, ensuring all information is current and accurate.
2. Compliance and Risk Management:
a. Verify that vendor accounts meet compliance standards, including anti-fraud measures and regulatory requirements.
b. Perform due diligence checks on new vendors to mitigate risks.
c. Adhere to IRS regulations regarding 1099 reporting and other applicable tax laws.
3. PIC Communication:
a. Serve as the main point of contact for PIC concerning the vendor registration status.
b. Handle inquiries from PICs related to payment details, documentation, and account setup issues.
c. Follow up with PICs for any missing or incomplete information.
4. Internal Coordination:
a. Collaborate with procurement, legal, and accounting departments to ensure proper onboarding and approval of vendors.
b. Work closely with the AP team to resolve any vendor-related issues that may delay invoice processing or payment.
5. Data Integrity and System Updates:
a. Regularly audit vendor data to ensure accuracy and resolve discrepancies.
b. Implement and maintain vendor master data policies, including data cleanup and updates.
c. Process Improvement: 
i. Identify and recommend process improvements to enhance the efficiency of vendor registration workflows.
ii. Ensure continuous compliance with internal policies and external regulations.
6. Reporting:
a. Prepare reports on vendor registration activity, compliance status, and potential issues for management review.
b. Assist in preparing documentation for audits related to vendor records.

CREDIT CARD MANAGEMENT
1. Corporate Credit Card Administration:
a. Manage the issuance, activation, and cancellation of corporate credit cards.
b. Ensure that all employees requesting a corporate card comply with company policies and procedures.
c. Maintain a current and accurate database of all active corporate credit cards and cardholders.
2. Transaction Monitoring & Compliance:
a. Regularly monitor cardholder transactions to ensure compliance with company policies and spending limits.
b. Identify and flag any suspicious, unauthorized, or non-compliant transactions for further review.
c. Ensure credit card usage adheres to established expense categories, limits, and reporting requirements.
3. Cardholder Support:
a. Provide support to employees with credit card-related questions or issues, including lost/stolen cards, transaction disputes, and system access problems.
b. Facilitate training sessions for new cardholders on how to use corporate credit cards and adhere to company policies.
4. Transaction Reconciliation:
a. Oversee the reconciliation process for corporate credit card transactions on a regular basis (weekly, monthly, etc.).
b. Ensure cardholders submit receipts and other necessary documentation for all transactions.
c. Reconcile credit card statements with company financial systems and resolve any discrepancies in a timely manner.
5. Expense Reporting:
a. Manage the corporate credit card expense reporting system and ensure that all cardholders submit expense reports within the designated timeframe.
b. Audit expense reports for accuracy, completeness, and policy compliance.
c. Work closely with Accounts Payable to ensure timely processing and payment of credit card bills.
6. Reporting and Analysis:
a. Prepare and distribute regular reports on corporate credit card activity, usage trends, and spending categories to management.
b. Identify areas for improvement in card usage and suggest ways to optimize the company’s corporate credit card program.
c. Provide data for audits or financial reviews as needed.
7. System and Process Improvement:
a. Continuously evaluate and improve processes related to credit card management to ensure maximum efficiency and compliance.

INTERNAL AUDIT MANAGEMENT
1. Internal control management
a. Manage the FSCS weekly, monthly reports and submit the reports for approval on time. Follow up with PICs for timely clearing and reconciliation.
b. Manage and complete the monthly CFO risk item report and submit for approval timely.
2. Internal Audit compliance
a. Assist with ICFR bi-annual reports for TOE and TOD and ensure the correct process is followed and evidence collected complies with HQ guideline. 
b. Ensure that all reconciliation documentation is properly filed and accessible for audit purpose. 
3. Reporting and Analysis
a. Analyze the risk item reports regularly and follow up with the items need to be cleared or reconciled. And report to management for any abnormalities.
b. Provide data and reports for internal and external auditors to verify account balance and resolve discrepancies. 
4. PIC support 
a. Guide PICs for process compliance and provide training on clearing and reporting for FSCS and ICFR risk items.
b. Work closely with PICs to resolve reconciliation issues and ensure the accuracy of financial records and resolve discrepancies timely. 
5. System and Process Improvement:
a. Continuously evaluate and improve processes related with FSCS and ICFR to ensure timely resolution of risk item and compliance with HQ guideline.

ALL OTHER DUTIES AS ASSIGNED.

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Skills and Qualifications

REQUIRED SKILLS AND QUALIFICATIONS
• Education: Bachelor's degree in Accounting, Finance, or other business related field required.
• Experience: 2+ years of experience in accounting, financial analysis, or account reconciliation. Experience with financial reporting software. Audit support experience. 
• Knowledge: Proficiency with accounting software (e.g. ERP, Excel, etc.). Knowledge of SAP of IFRS.
• Skills: High level of accuracy in reconciling accounts and Microsoft Excel. Strong analytical skills for resolving variances and ensuring account accuracy. Ability to manage multiple accounts and reconciliations simultaneously and meet deadlines.
• Physical Requirements: All employees for all positions must be able to lift, carry, push, or pull up to 35 lbs. Constant sitting, standing, talking, hearing, seeing, writing, reading, normal reach extension, keyboarding, mouse use, forward head tilt, and fine visual acuity.

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