Staff Accountant

About Procare

Our mission is to simplify childcare operations and create meaningful connections by providing technology, expertise, and unparalleled service. 

Procare Solutions is the #1 name in childcare software – used by more than 35,000 childcare businesses across the country. For over 30 years, childcare professionals have looked to Procare to provide real-time information for making critical decisions, maintaining compliance with local and state regulations, and adhering to business best practices. 

We make childcare management run smoothly, so that our customers can spend more time focusing on the kiddos, not back office administrative duties. 

A Little About the Role 

We are seeking a detail-oriented and highly organized Staff Accountant to join our finance team. This role will be primarily focused on managing accounts payable (AP) and accounts receivable (AR) collections, ensuring the accuracy of financial records, timely payment processing, and effective collection of outstanding receivables. The ideal candidate will have a strong understanding of accounting principles, excellent communication skills, and a proactive approach to resolving financial issues.

What you’ll do:

Accounts Payable Management:

• Invoice Processing and Review: Accurately process and review vendor invoices, ensuring proper coding and securing the necessary approvals prior to payment
• Approval Follow-up: Conduct weekly follow-ups with invoice approvers who have not yet approved bills within NetSuite, ensuring timely processing
• Customer Refund Management: Handle and process customer refund requests promptly and accurately
• 1099 Preparation: Oversee the preparation and distribution of 1099 forms, ensuring compliance with regulatory requirements
• Vendor Reconciliation: Reconcile vendor statements on a monthly basis, resolving any discrepancies or issues directly with vendors
• Record Maintenance: Maintain precise and up-to-date accounts payable records, ensuring all invoices and payments are properly documented and filed
• Approval Flow Management: Keep records of all invoice approvers and ensure the correct invoice approval workflows are set up and maintained within NetSuite/ZoneandCO
• Escheatments/Unclaimed Property: Manage the process of reaching out to customers and vendors with expiring payments to arrange for reissuance or resolution, preventing escheatment
• Vendor Account Management: Oversee the setup and management of online accounts for various vendors, ensuring all necessary details are correctly configured
• Customer Refunds: Efficiently process and manage all customer refunds, ensuring accurate and timely resolution

Sales Order Processing 

• Ensure the correct custom form is used on Sales Orders: Standard Drop Ship Purchase Order for one-time orders and Procare_Sales_Order_Billing for recurring orders
• Verify that a signed order form exists in Salesforce (located in Files, Quotes, or DocuSign Status) before approving the Sales Order
• Create manual invoices for SCW, hardware, TE bill backs, and other ad hoc invoicing as needed
• Confirm that Sales Orders have a credit card token for monthly payments, or ensure customers paying by check/ACH are set to pay annually before approval

Accounts Receivable Collections:

• Process Daily Payments: Post daily lockbox checks and ACH payments to customer accounts, ensuring accurate and timely recording
• Monitor Overdue Accounts: Regularly review customer accounts to identify overdue payments and proactively initiate collection efforts
• Customer Outreach: Contact customers via phone, email, and mail to follow up on outstanding invoices, resolve payment disputes, and negotiate payment plans when necessary
• Collection Activity Documentation: Track and document all collection activities, including customer communications and payment agreements, maintaining accurate records for reference and reporting

Financial Record Keeping: 

• Maintain and update AP and AR aging reports, providing regular updates to management on the status of accounts

Process Improvement: 

• Identify opportunities to streamline AP and AR processes, improving efficiency and accuracy

Compliance and Audit Support: 

• Ensure compliance with company policies and relevant accounting regulations
• Assist with internal and external audits by providing requested documentation and explanations of financial transactions

Our ideal candidate will have: 

• Strong attention to detail and accuracy in financial record-keeping
•  Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines
• Strong communication and interpersonal skills, particularly in handling collections and resolving disputes with vendors and customers
• Proactive problem-solving abilities, with a focus on improving processes and resolving issues efficiently
• Ability to work independently and as part of a team
• High level of integrity and confidentiality in handling sensitive financial information