AP and AR Specialist

Job Summary:

The AP/AR Specialist supports the Finance Department by managing company mail, processing invoices and employee expense reports, generating customer invoices, and recording incoming payments across multiple entities.

Primary Duties and Responsibilities: 

The duties listed below are some of the duties that may be assigned and may not include all responsibilities that the person in this role may be asked to perform. Incumbents may be required to perform other related duties as assigned. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job duties.

• Retrieve and manage daily mail, including pickup from the post office, sorting, opening, and distribution. 
• Enter vendor invoices into the accounting system in accordance with company procedures. 
• Process employee expense reports accurately and in a timely manner. 
• Investigate and resolve issues related to vendor invoices and expense reports. 
• Respond to internal and external inquiries regarding invoice or expense report status via phone and email
• Post corporate credit card transactions and reconcile monthly statements. 
• Generate accounts receivable invoices and sales receipts; accurately record all payments received. 
• Prepare and distribute client invoices as needed. 
• Process bank deposits using remote deposit capture. 
• Maintain and update accounts payable and receivable records within the accounting system. 
• Monitor aging reports and ensure accounts are current. 
• Track receivable and payable balances and escalate overdue accounts to appropriate personnel. 
• Perform additional duties as needed to support the Accounting Department.

Type and Scope of Supervisory Responsibilities:

• This position has no supervisory responsibilities.

Skills and Qualifications:

• Problem Solving: Identifies and resolves issues efficiently; gathers and analyzes information to develop solutions. 
• Process Adherence & Improvement: Follows established accounting procedures and suggests workflow improvements when appropriate.
• Time Management & Multitasking: Effectively prioritizes tasks in a fast-paced environment and meets deadlines. 
• Attention to Detail: Ensures accuracy, completeness, and timeliness in all financial transactions. 
• Customer Service: Handles sensitive or challenging situations professionally and responds promptly to requests. 
• Communication: Demonstrates strong verbal and written communication skills, including active listening and clear, professional messaging. 
• Teamwork: Contributes positively to team collaboration and morale. 
• Analytical Ability: Strong math skills and ability to follow complex written instructions. 
• Adaptability: Able to manage multiple priorities with frequent interruptions. 
• Reliability: Maintains consistent attendance and punctuality. 
• Confidentiality: Handles sensitive information with discretion and integrity.

Work Experience Required for this Job:  

• Minimum of 1-3 years of accounts payable/receivable or general accounting experience. 
• At least 1 year of experience with QuickBooks Enterprise (preferred).
• Experience with intercompany billing. 
• Familiarity with job costing and class accounting. 
• Strong understanding of general ledger functions. 
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and Adobe. 
• Experience working in a multi-entity environment preferred.

Education Required for this Job: 

• High school diploma or equivalent required. 
• Bachelor’s degree in accounting, Finance, or a related field preferred. 

Attendance Requirements:

• In-person attendance required during normal business working hours.

Position Type/Expected Hours of Work:

• This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5 p.m. for the employee’s work location. Occasional evening and weekend work may be required as job duties demand.
• Core business hours are 8:00 a.m. to 5:00 p.m. but the employees’ schedules are at the discretion of the supervisor and dependent on the needs of the business.

Travel:

• None 

Physical Abilities Required for this Job:

The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform essential functions.

· While performing the duties of this job this individual is regularly required to stand for extended periods of time, walk, sit, talk, hear, use their hands and fingers (manual dexterity), use a telephone, and occasionally lift and /or move up to fifteen pounds. 

· Specific vision abilities required by this position include, close vision, and the ability to adjust focus.

Mental Abilities Required for this Job:

· The ability to solve problems, make decisions, supervise others, interpret data, organize information, written and oral communication and read/write.

NOTE: This job description in no way states or implies that these are the only duties to be performed by the employee(s) of this position. 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. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the employee(s) will possess the skills aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. 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.