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Description

 Accounting Specialist

Stratix Systems is a leading, innovative and growing business technology and IT managed services company providing unique computing, networking, document management, and printing needs of businesses of all breed and industry to small and medium-sized business.

Stratix Systems has been in business for over 40 years, is headquartered in Wyomissing, PA with satellite offices located in Pennsylvania, Delaware, and New Jersey. Stratix Systems is looking for motivated individuals with a “service first” mindset to deliver exceptional experience for our clients.

The Accounting Specialist is a non-exempt role and will provide excellent customer service and focusing on analyzing, auditing, and documenting and setting up SOPs to ensure accuracy. This role will be a hands-on, detailed driven, organized, and be willing and able to do the necessary research to come up with sound conclusions. They will track data, create processes, audit, analyze, invoices, and reconciliations, to ensure proper accounting, accuracy, efficiency, and clarity.

The Accounting Specialist will also be working independently, collaboratively, while providing support to the Accounting and company management teams. The role will report full-time to Stratix Wyomissing office and should be willing and able to adapt to the team members, client’s, vendors in a professional, courteous, and polite manner, be self-driven, and desire to help the company keep improving and growing.

RESPONSIBILITIES include but are not limited to the following:

IT Managed Services Billing and contract billing management

• Monthly billing of Managed Services Clients
• Setting up billing for new Managed Services Clients
• Contract billing management for annual and renewal increases
• Contract billing for products and services to Managed Services Clients
• Billing auditing and verification for accuracy

Data Tracking and Reporting

• Maintain a detailed and organized tracking system for all invoice-related data, including customer billing, vendor costs, and discrepancies.
• Generate monthly reports summarizing invoice accuracy, discrepancies found, and resolution status for management review.
• Track trends in billing errors or vendor invoice mismatches to identify opportunities for process improvements.

Compliance and Quality Control

• Ensure all invoicing practices comply with company policies, industry standards, and applicable regulations.
• Implement quality control measures to minimize errors in future billing cycles.
• Conduct periodic reviews of the auditing process to ensure it remains effective and efficient.

Invoice Auditing and Accuracy

• Review all outgoing customer invoices monthly to ensure accuracy in billing details, including services provided, pricing, quantities, and contract terms.
• Identify and resolve discrepancies in invoices, such as incorrect rates, missing services, or billing errors.
• Verify that invoices align with customer agreements, service level agreements (SLAs), and pricing models.

Vendor Invoice Reconciliation

• Compare vendor invoices for tools, software, and products re-sold by the Company against internal records and customer invoices.
• Ensure vendor charges are accurate and match the services or products delivered to customers.
• Flag and investigate discrepancies between vendor invoices and Company billing records, coordinating with vendors or internal teams to resolve issues.

Process Documentation

• Develop and maintain clear, comprehensive documentation of all processes related to invoice auditing, vendor reconciliation, and data tracking.
• Create step-by-step guides, workflows, and checklists to standardize the auditing and reconciliation process for consistency and training purposes.
• Update documentation regularly to reflect changes in tools, vendor agreements, or internal billing procedures.

Collaboration and Communication

• Work closely with the finance team to ensure alignment between customer contracts, vendor agreements, and invoicing.
• Communicate effectively with vendors to resolve invoice disputes or clarify billing details in a timely manner.
• Provide clear and concise updates to management on audit findings, process improvements, and unresolved issues.

Tool and System Proficiency

• Utilize Company billing platforms, accounting software, and other relevant tools (e.g., SAGE, NetSuite, ConnectWise, or similar) to perform audits and reconciliations.
• Maintain accurate records within these systems and ensure data integrity across platforms.
• Recommend improvements or automation opportunities for tools used in the invoicing and auditing process.

Time Management and Deadlines

• Complete monthly invoice audits and vendor reconciliations within established deadlines to ensure timely billing cycles.
• Prioritize tasks effectively to manage high volumes of invoices during peak periods.
• Proactively identify potential delays and communicate them to relevant stakeholders with proposed solutions.

Continuous Improvement

• Identify inefficiencies or recurring issues in the invoicing and reconciliation process and propose actionable solutions.
• Stay informed about industry best practices for billing and vendor management to enhance the role’s effectiveness.
• Participate in training or professional development to improve skills in auditing, data analysis, or process optimization.

Attention to Detail and Problem-Solving

• Demonstrate meticulous attention to detail when reviewing invoices, contracts, and vendor data to ensure accuracy.
• Apply strong analytical and problem-solving skills to resolve discrepancies and improve processes.
• Escalate complex issues to management with clear documentation and recommended actions.

All other duties as assigned.

Requirements

 Additional Notes

• Performance Metrics: Success in this role will be measured by the accuracy of invoices, timeliness of reconciliations, reduction in billing errors, and clarity of process documentation.
• Skills Required: Strong analytical skills, proficiency in accounting or billing software, attention to detail, organizational skills, and effective communication.
• Training and Support: The employee will receive initial training on Company-specific tools, vendor agreements, and internal processes, with ongoing support from the finance and operations teams

Qualifications:

• 1-3 years of related experience in accounting, bookkeeping, office management or similar.
• An Associate’s Degree in Accounting or Business Management a plus.
• Able to use Microsoft Excel & Office; experience with an ERP system a plus.
• Good analytical & interpersonal skills; ability to work with multiple departments.
• GAAP reporting and rules
• IT industry experience or background a plus.

Our company offers:

• Competitive compensation
• Comprehensive benefits program
• Paid time-off and holidays
• 401(k) with generous company match
• Tuition reimbursement