Accounts Payable & Accounts Receivable Specialist

Position Summary
The Accounts Payable (AP) and Accounts Receivable (AR) Specialist receives, reviews, codes and processes vendor invoices and payments and maintains and processes customer accounts and receipts. Ensures accurate and timely processing of payments and collections in accordance with established company guidelines. This role is a key part of the finance department, supporting cash flow, compliance, and financial integrity.

Essential Functions (Duties and Responsibilities)
Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Accounts Payable

• Initiate new vendor set up and maintain accurate vendor records, including banking and tax information.
• Process and verify vendor invoices by matching them to purchase orders, receiving documents, and verifying account codes, as necessary.
• Maintain and monitor timely approval process guidelines.
• Investigate and resolve invoice discrepancies, payment issues, and documentation inconsistencies.
• Review weekly payables and analyze for correct payment amount and coding to ensure accuracy.
• Assist in scheduling and executing timely, accurate payments to vendors according to company policies and payment terms.
• Record and reconcile weekly payments in accounting software.
• Research and resolve invoice discrepancies.
• Communicate with vendors to keep accounts accurate and within terms.
• Reconcile monthly accounts payable reports to ensure all payments are accounted for Assist with month-end and year-end closing, including accruals and account reconciliations

Accounts Receivable

• Deposit incoming customer checks in the bank.
• Apply all forms of incoming payments to the correct customer accounts and reconcile cash receipts daily.
• Manage collections for past-due balances. Send monthly statements and past due letters on a timely basis according to company policies.
• Communicate with customers related to account balances on timely basis.
• Research and resolve invoice/receipt discrepancies.
• Perform monthly reconciliations of AR subsidiary ledgers to the general ledger.
• Prepare and distribute daily reports as required.
• Escalate problem accounts to management and recommend write-offs according to company policies.
• Prepare and analyze AR reports to identify aging trends and support cash flow forecasting.

Required Education and Experience

• College-level coursework in accounting or finance
• Minimum two years of general accounting or accounts receivable experience
• Proficiency in Microsoft Excel
• Experience with Sage Intacct or comparable accounting software

Work Environment
Due to the regular receipt of customer payments and vendor invoices via mail, this role requires daily on-site presence. This position operates indoors in an office setting. The role frequently requires the use of computers and copiers, telephones, and other clerical business devices.

Physical Requirements
While performing the duties of this job the employee is frequently required to walk, sit, hear, speak, hold, visually inspect, and utilize repetitive hand motions requiring finger dexterity and hand eye coordination. Occasionally the role requires standing, reaching and color distinction.

Compliance Requirements
Successful completion of all required pre-employment screenings, onboarding requirements, and mandatory training programs, including background screening, drug screening, credit check, HIPAA training, and other company-required certifications.