Accounts Payable (AP)/ Accounts Receivable (AR) Specialist

Position Summary

The AP/AR Specialist will be responsible for managing all aspects of accounts payable and accounts receivable functions. Tasks will include processing bills, processing invoices, handling payments, reconciling accounts, and ensuring accuracy in financial records. The AP/AR Specialist should have the ability to multitask, keep up with detailed information all while maintaining confidentiality within the finance department.

Essential Duties and Responsibilities

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

• Process and review vendor bills for accuracy and timely payment
• Verify purchase orders, receipts, and contract terms to ensure proper matching
• Prepare and schedule payments to vendors, ensuring adherence to payment terms,
• Manage vendor inquiries and resolve discrepancies or payment issues
• Maintain accurate and up-to-date accounts payable records
• Update vendor details when needed
• Assist with the preparation of weekly, monthly and year-end reports for finance department
• Generate and send customer invoices according to contractual terms and agreements
• Monitor accounts for overdue payments, initiate collection actions, and follow up with clients
• Reconcile customer payments and apply them accurately to accounts and invoices
• Handle customer inquiries and resolve invoicing issues or discrepancies
• Maintain records of received payments and ensure accurate entry of transactions within the accounting system
• Reconcile AP/AR accounts regularly and resolve any discrepancies
• Monitor and update payment schedules and aging reports for both accounts payable and accounts receivable
• Maintain confidentiality and security of financial data and adhere to company policies regarding data protection
• Assist with other duties as needed

Minimum Qualifications (Knowledge, Skills, and Abilities)

• Bachelor’s degree in Accounting, Finance or a related field or equivalent
• Some work experience in the finance or accounting field is preferred
• Understanding of accounting principles and practices
• Proficiency with accounting software and Microsoft Office Suite (especially Excel)
• Strong attention to detail and accuracy
• Excellent organizational skills
• Effective communication skills, both verbal and written
• Ability to work independently and as part of a team in a fast-paced environment
• Ability to handle sensitive financial information with confidentiality and discretion

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 these 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.

Travel

Up to 10%

Shift

This position will mostly be from 8am-5pm, Monday through Friday, with occasional shift coverage when needed.

Note

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. 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. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

The company is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable.