JOB DESCRIPTION

Position Summary

The Accounts Payable (AP)/Accounts Receivable (AR) Specialist is a key finance department role, focusing on managing bills and invoices on behalf of the company and ensuring that receivables are collected promptly. As an integral member of our accounting department, the AP & AR Specialist will play a critical role in ensuring the accuracy, compliance, and profitability of our financial operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The essential functions include, but are not limited to the following:

• Audit and verify bills received for goods and services
• Enter & code bills accurately for payment and reconcile to ensure payments are processed in a timely manner
• Resolve invoice discrepancies and issues with vendors
• Review current vendors for possible renegotiation of rates/fees
• Maintain vendor files, including up-to-date tax forms (e.g., W-9), contact information, and payment terms
• Assist with month-end closing by reconciling the AP ledger
• Prepare and setup A/R invoices for clients
• Maintain billing accuracy & make edits as needed per updated sales agreements
• Process credits & refunds and initiate wire transfers & ACH payments
• Respond professionally to client billing inquiries and vendor communications, ensuring clear, courteous, and effective communication to resolve any questions or concerns
• Efficiently respond to assigned accounting tickets, providing timely updates and resolutions to internal employees or departments as appropriate
• Identify opportunities for process improvements to increase efficiency and accuracy in the AP/AR processes
• Performing other duties as assigned

MINIMUM QUALIFICATIONS (KNOWLEDGE, SKILLS, AND ABILITIES)

• Degree in Accounting, Finance, or a related field is preferred. Relevant certifications (e.g., CPA, CMA) can be beneficial
• 2 years prior experience in accounts payable or receivable, or a similar finance role required
• General understanding of accounting practices and principles
• Experience with automated accounting programs and systems
• Proficiency in Microsoft Excel is essential, including the ability to use advanced formulas, pivot tables, and data analysis tools
• Excellent computer skills using 10-Key by touch and ability to type 40 WPM
• Excellent verbal and written communication skills are crucial for dealing with internal and external queries effectively
• Ability to manage multiple tasks simultaneously, prioritize effectively, and meet deadlines
• Ability to apply discretion and trust with confidential material
• Must have a keen eye for detail to ensure accuracy in all financial transactions and record-keeping

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 position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.

NOTE

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.