What are the responsibilities and job description for the Accounts Receivable/Accounts Payable Specialist position at Legacy Offices, LLC?
Position Summary
The Accounts Receivable and Accounts Payable Specialist plays a critical role, combining
customer service, billing accuracy, vendor payments, depositing cash, and accurately recording
transactions. Reporting directly to the CFO, the AR/AP Specialist ensures compliance with
accounting standards and delivers accurate and timely billing, receipt,s and payments for both
nonprofit and for-profit entities.
Reports to:
Chief Financial Officer
Key Responsibilities
Accounts Receivable
● Generating timely and accurate customer invoices on a monthly basis
● Maintaining accounts receivable records to ensure aging is up to date
● Reconciling accounts receivable ledger with the general ledger
● Resolving discrepancies between customer payments and invoices
● Handling customer inquiries regarding bills or payments
● Developing reports related to accounts receivable activity
● Working with other departments to resolve billing issues or disputes
Accounts Payable
● Reviewing invoices for appropriate documentation and approval prior to processing
● Entering and uploading invoices into accounting software
● Processing invoices and check requests in an accurate and timely manner
● Maintaining invoice copies, purchase orders, and approvals
● Researching and resolving invoice discrepancies and issues
● Communicating with vendors regarding payment status, invoice requests, and inquiries
as needed
● Providing supporting documentation for audits
● Assisting with month-end closing
● Researching and resolving accounts payable or accounts receivable issues with
customers or vendors
● Updating and reconciling the sub-ledger to the general ledger
● Maintaining cash applications, account reconciliations, and chargebacks
● Provide financial insights to department managers to support decision-making.
Other Responsibilities
● Ensure compliance with accounting, tax, and regulatory reporting requirements.
● Implement and enforce internal controls to safeguard assets and ensure audit readiness.
● Support external audits, tax filings, and regulatory reporting under CFO's direction.
● Monitor cash flow and provide reports to the CFO with recommendations for action.
● Recommend process improvements and support the implementation of accounting system
upgrades.
● Collaborate cross-functionally to ensure accurate financial data across entities.
Qualifications
● Bachelor’s degree in Accounting, Finance, or related field or 5 years relevant
experience.
● 3 years of progressive accounting experience
● Strong knowledge of GAAP and nonprofit accounting principles.
● Proficiency with accounting software (Odoo, Sage, NetSuite, SAP, Dynamics, or similar)
and advanced Google Sheets/Excel skills.
● Commitment to integrity, accuracy, clarity, tact, and confidentiality.
Preferred Skills & Experience
● Prior experience in nonprofit and small business accounting.
● Experience in a multi-entity or consolidated accounting environment.