Job Description: AP/AR Specialist

Purpose: 

The AP/AR Specialist is a vital role within the Accounting Department and performs all bookkeeping responsibilities. The AP/AR Specialist supports the CFO though accurate and timely AP and AR functions.

Metrics to Measure Results:

Success in this position will be measured by:

• Accuracy of Financial Statements (Month End, Current A/P, A/R, Etc.)
• A Current AP Aging Summary That Will Not Surpass 30 Days
• A Current AR Aging Summary That Will Not Surpass 30 Days
• Credit Card Module Will Be Kept Current on A Weekly Basis
• Monthly Job Reviews (materials are in correct jobs)
• Performance Reviews Conducted by Direct Supervisor

Detailed Overview of Responsibilities:

AP Duties:

• Enter All Vendor Invoices in The Accounting Software Weekly and Process Timely Payments by Check, EFT or Credit Card
• Reconcile Monthly Vendor Statements 
• Accurately Job Cost All Direct COGS Purchases and Assign Company Expenses to Correct General Ledger Account and Class
• Reconcile Purchase Orders with Vendor Invoices and Resolve Any Discrepancies by Contacting Vendors Directly or Referring to the Purchaser 
• Review Bills to Ensure No Abuse of Company Assets (Mobile Data, Fuel Cards) Or Errors in Billing
• File Monthly Sales and Use Tax with Comptroller Of MD
• Import Credit Card Transactions to The Accounting Software and Assign Charges to Appropriate Accounts on A Weekly Basis
• Order Additional Credit Cards for Authorized Team Members; Resolve Any Issues That Occur with Company Cards/Accounts
• Ensure That Vendor Files Are Maintained in Good Order

AR Duties:

• Invoice All Landscape Clients Weekly and Apply Deposits Correctly
• Create and Bill from AIA Documents When Appropriate
• Bill Management Clients Monthly (Any Enhancement Work Totalling Over $5,000.00 Will Be Billed Upon Completion)
• Invoice Snow Clients as Soon as Event is Over
• Maintain Weekly Work Completed Spreadsheets and Insure That All Jobs Are Billed
• Process Payments Received Daily
• Prepare Weekly Receivables Statement
• Maintain Current A/R Accounts and Send Reminders with Statements on Past Due Accounts 
• Access Finance Charges When Applicable

Office Administration:

• Contribute to and/or Complete Special Projects as Assigned
• Assist Co-Workers and Owner as Required

Key Success Behaviours and Skills:

• Aligned with Walnut Hill’s Core Values of Teamwork & Relationships, Professionalism & Integrity, Image, And Attention to Quality & Detail
• Strict Attention to Detail in Technical Specifications and Written Communication 
• Performance Driven, Fast Paced and Energetic
• Superior Communication and Interpersonal Skills with Staff and Customers
• Service and Teamwork Focused, Driven to Improve Efficiencies
• Strong in Math and Accounting
• Highly Alert and Structured Thought Process; Critical Thinking and Problem-Solving Skills
• Exceptional Organizational, Time Management and Analytical Skills
• Competent with QuickBooks Accounting and Microsoft Suite
• Performs and Demands Excellence in Quality of Work
• Innovative and Focused on Learning and Self-Improvement

Minimum Qualifications and Educational Requirements:

1. Associates Degree 
2. Minimum of two years’ experience in an accounting position 
3. Proficiency in the following Software/Technology:

• QuickBooks Desktop
• Microsoft Office Suite (Excel, Word, PowerPoint)
• Microsoft Outlook & Outlook calendar