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Accounting Specialist (Madison, WI.)

Job Title:           Accounting Specialist

Reports To:      Controller

JOB SUMMARY: The Accounting Specialist is responsible for the timely and accurate processing of contract job and service-related billings, vendor purchase orders, and assisting with payroll data entry. This position will work closely with internal project managers on job set-ups, invoicing, and job costing. Regular communication with customers to follow up on and expedite past due accounts is expected. The position is responsible for vendor purchase order entry and will work with vendors to follow up on past due invoices. Responsibilities also include timesheet collection and verification, entry into the accounting software, and processing of payroll for the business unit.

VALUES

  • We approach each day with grit and enthusiasm to achieve excellence in all our daily interactions.  Seek greatness.
  • We approach challenges with a “can do attitude”.  Passion in all we do.
  • We strive to do what is right not what is easy.  Integrity always.
  • We are self-motivated and willing to learn.  Knowledge with curiosity.
  • We support and respect each other’s efforts by working together to provide the best possible outcomes– We are “Team & Co.”

QUALIFICATIONS & EXPERIENCE:

  • Associate Degree in Accounting, or equivalent education/experience
  • 2-5 years professional experience, construction industry preferred
  • Excellent attention to detail and prioritization skills
  • Professional written, verbal, and interpersonal communication skills required
  • Working knowledge of Microsoft Office
  • Sales and use tax knowledge preferred
  • Independently motivated, strong work ethic
  • Excellent multi-tasking and organizational skills
  • Ability to thrive in a fast-paced environment
  • Ability to handle sensitive and confidential information
  • Ability to work well in a collaborative environment

ESSENTIAL DUTIES: Understand and uphold company policies, as well as maintain competency in the procedures, work instructions, and other documentation required for safely, effectively, and correctly performing the duties specified below

Accounting Responsibilities

Billing

  • Fixed price billings – Prepare billings for fixed price contracts at the direction of the project manager and bill retention as needed.
  • Time and material (T&M) billings, including Guaranteed Maximum Price Billings (GMP) – Prepare billings for T&M contracts at the direction of the project manager.  Confirm that all costs associated with the contract have been properly accounted for and make sure the billing rates and mark-ups are correct.
  • Assure that all billings are prepared in accordance with any special requests of our customers including specialized forms, lien waivers and supporting documentation.

Job Costing

  • Set up contract jobs and services jobs in the ERP system.  Make sure set ups are accurate regarding type of work and sales/use tax treatment
  • Enter costs related to inventory transactions and company-owned equipment transactions
  • Transfer costs as needed to / from contract jobs and service jobs
  • Enter/Approve Change Orders as directed by Project Managers
  • Assist Project Managers with detailed job cost review
  • Final Job close out

Accounts Receivable

  • Customer setup and maintenance
  • Assist project managers in identifying past due accounts
  • Deliver monthly statements to customers
  • Communicate with customers as needed to expedite receipt of past due payments

Accounts Payable

  • Enter, reconcile, and close purchase orders
  • Review statements/past due balances with vendors and assist project managers in resolving variances in a timely manner

Payroll

  • Verify that all timecards have been received against the employee listing
  • Review timecard detail submitted by field employees for accuracy
  • Entry and review of selected payroll information

Additional Responsibilities

  • Daily bank account transaction clearing
    • Provide backup for co-workers as required
    • Provide training and support to co-workers
    • Assist with other duties as needed

REPORTING TO THIS POSITION: No direct reports

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands: While performing the duties of this job, the employee is regularly required to sit; use hands to finger, manipulate, handle, or feel; and talk or hear.  The employee is occasionally required to stand, walk; reach with hands and arms; and stoop, kneel, crouch, or crawl.
The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

Work Environment: Work is performed in an office environment with low to moderate noise levels. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position reports to the Madison office and attendance in the office is required.

Application

  • Max. file size: 50 MB.
  • Westphal & Co., Inc. is an Equal Employment Opportunity Employer and does not discriminate on the basis of race, color, gender, religion, age, national origin, citizenship status, veteran status, sexual orientation, genetic information, disability, and or any other basis protected by law or company policy.
  • This field is for validation purposes and should be left unchanged.

Application

  • Max. file size: 50 MB.
  • Westphal & Co., Inc. is an Equal Employment Opportunity Employer and does not discriminate on the basis of race, color, gender, religion, age, national origin, citizenship status, veteran status, sexual orientation, genetic information, disability, and or any other basis protected by law or company policy.
  • This field is for validation purposes and should be left unchanged.