Accounting Specialist

Position Title
Accounting Specialist

TITLE:                                Accounting Specialist 

LOCATION:                        Cardinal Buses, LLC – Middlebury, Indiana 

REPORTS TO:                    General Manager 

EMPLOYEE:                       Full Time, Exempt




  1. Process Accounts Payable (30%)
    1. Scan       invoices and electronically distributes them for approval. Monitor       approval status and follow up when necessary.
    2. Code       invoices within the system to charge the proper company, division, and       account.
    3. Review       all invoices and resolve any discrepancies before processing including       verifying them against other transactions to prevent duplicate       entry/payment.
    4. Handle       vendor relations by answering questions and researching any outstanding       balances on account.
    5. Review       vendor statements on a weekly basis to ensure invoices are being received       and paid.
    6. Obtain       W-9 from all new vendors and completes the annual 1099 process.
    7. Prepare       driver expenses for reimbursement.
  2. Reconciles corporate credit cards      (10%)
    1. Create       monthly spreadsheet of corporate credit card transactions for each       cardholder.
    2. E-mail       spreadsheets to each cardholder for proper coding of transactions,       receipt attachment, and approval. Monitor status and follow up as       necessary.
    3. Review       transactions for business appropriateness, coding, receipts, and       approval.
    4. Import       transactions into the General Ledger system.
  3. Customer Invoicing (25%) 
    1. Review       invoice details to bill customers accurately and timely.
    2. Utilize       operational software, Coach Manager, to generate customer invoices.
    3. Apply       customer payments within the operational software.
    4. Enter       cash deposits into the accounting software for reconciliation.
    5. Produce       aging reports and follow up on any outstanding invoices.
  4. Payroll (30%)
    1. Receive       all payroll source documentation from all locations.
    2. Input       mileages worked by trip, driver, and location into spreadsheets.
    3. Input       weekly mileages for drivers and hours for office and shop staff into       payroll system for weekly payroll runs.
    4. Critically       analyze and question trip data that appears to be irregular in nature.
    5. Work       with staff to answer any payroll related questions.
  5. Miscellaneous (5%)
    1. Book       month-end journal entries and prepare balance sheet reconciliations as       part of month-end close.
    2. Enter       information, such as mileage, into operational software for various       reporting needs.
    3. Preform       ad hoc analysis of data and trends to drive business decisions.
    4. Assist       on various projects and requests as needed.


  •  Quality Focus: Pay strong attention to detail, critically reviews data and information, and identifies irregularities to address them appropriately. Identify areas for potential efficiencies, and make suggestions for process improvements/
  •  Communicate Effectively: Clearly convey information to others using good oral, written and listening skills, keep others updated of changes, and maintain a high level of confidentiality.
  •  Customer Focus: Demonstrate a professional demeanor when responding to requests. Project a positive image of oneself and the organization.
  •  Teamwork: Work cooperatively with others providing a high level of customer service to both internal and external customers, and treats others fairly and respectfully. Reprioritize tasks based on department needs.


  •  Associates or Bachelor’s Degree in Accounting.
  •  2+ years’ experience in an accounting environment.
  •  Basic understanding of accounting concepts and principles.
  •  Demonstrated skills involving the use of computers and other office equipment; MS Excel required; Access, Outlook, and Word desirable.

We Go the Extra Mile!

EOE of Minorities/Females/Vets/Disability

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