Accounts Payable/Receivable Specialist

Join Buckelew and work with great people doing great things! Buckelew Programs is a leading provider of behavioral healthcare services in the North Bay, providing compassionate mental health, supported housing and substance use treatment

We are hiring a new Accounts Payable/Receivable Specialist to join our team. In this role, you will be responsible for processing, maintaining, and reconciling the organization’s accounts payable transactions in an accurate and timely manner; Entering Invoices in Sage Intact accounting system; processing incoming payments; monitoring the AR Aging report; and executing collections on overdue invoices. You will ensure all vendors, customer and creditor payments and receipts are completed in accordance with company policies, controls, and schedules. In addition, you will provide financial, administrative, and clerical support by verifying, processing, and reconciling invoices and payments while maintaining strong relationships with vendors and internal staff. Working closely with other members of the Finance team, program directors, and staff, you will assist in promoting understanding of accounting and finance procedures across the organization. 

RESPONSIBILITIES

Invoice and Payment Processing

• Review all invoices, check requests, employee expense reports, and mileage reimbursements for accuracy, coding, documentation, and approval in accordance with the Financial Approval Matrix.
• Enter approved payables into the accounting system, ensuring accuracy of coding and supporting documentation.
• Prepare and perform check runs, electronic payments, and ACH transfers; obtain required signatures and distribute payments promptly.
• Monitor payment terms and discounts; coordinate disbursements with the Finance Manager to manage cash flow effectively

Invoice and Accounts Receivable Processing

• Enter invoices in Sage accounting system.
• Receive and record payments via checks, ACH and wire transfers. Post these transactions to customer accounts.
• Monitor aging reports to identify overdue or short-paid invoices. Proactively follow up with program managers via email or phone to secure past-due payments
• Match payments to specific invoices, balance the accounts receivable sub-ledger against the general ledger, and resolve any account discrepancies

Vendor Management

• Maintain and update vendor records, including W-9 collection and data entry.
• Respond to vendor inquiries, reconcile statements, and resolve discrepancies in a timely and professional manner.
• Track and apply vendor credits and maintain positive vendor relationships.
• Prepare and process IRS Forms 1099 and 1096.

Tax, Lease, and Petty Cash Administration

• Prepare and file sales tax returns and payments as required.
• Process lease payments and ACH entries; update lease files and records as needed.
• Maintain petty cash accounts, ensuring proper documentation and reconciliation of all transactions.

Collaboration and Customer Service

• Maintain regular contact with departments to obtain information and respond to inquiries regarding expenses.
• Provide exceptional customer service to internal and external stakeholders with a problem-solving, “how can I help” approach.

Month-End and Audit Support

• Assist with month-end closing activities related to accounts payable.
• Provide supporting documentation for audits and other reporting requirements.
• Offer backup support to other members of the Finance and Administrative teams as needed.

Education and Experience

• Minimum two (2) years of accounts payable or general accounting experience.
• Working knowledge of accounts payable, general ledger systems, and accounting procedures.
• Working experience with Sage.
• Strong mathematical and analytical skills; ability to perform accurate calculations.
• Proficient in Microsoft Excel, Word, and Outlook (intermediate level or higher); skilled in 10-key data entry.
• Highly detail-oriented, organized, and able to manage multiple deadlines in a fast-paced environment.
• Excellent communication and interpersonal skills, with a focus on accuracy, collaboration, and customer service.
• Ability to work both independently and as part of a team; demonstrates initiative and sound judgment.
• Maintains confidentiality and professionalism in handling sensitive information.

PHYSICAL REQUIREMENTS

• Regularly operates a computer, calculator, copier, and other office equipment.
• Frequently required to sit, handle objects, and use fine motor skills; occasionally required to stand, walk, reach, talk, and hear.
• Must be able to occasionally lift up to 25 pounds.
• Work is primarily performed in a standard office environment with routine deadlines and occasional interruptions.
• Must have the ability to see and read information in print and electronically and to communicate effectively in person and by phone.

Great Benefits! Medical, dental, vision and life and long-term disability insurance, Employee Assistance Program, flexible spending accounts for health, dependent and transit costs, retirement savings plan with company match, eligibility for loan forgiveness, continuing education credits available through our learning management system, discount program, paid meal breaks and generous paid time off.

We are an Equal Opportunity Employer committed to creating a workplace that celebrates diversity, promotes equality, and fosters inclusion. We encourage applications from individuals of all backgrounds, experiences, and perspectives.