Accounting Specialist – Payables & Receivables

The Accounts Payable/Receivable Specialist is responsible for the overall payables process, ensuring vouchers are processed accurately and efficiently, accurately applying all forms of payment, making collection calls on past due accounts and reconciling account balances. The experienced individual performs crucial job duties to ensure suppliers are paid for services and products rendered in accordance with accounting department best practices. Maintains strong working relationships with all branch locations, suppliers, and other departments and provides customer service support regarding collection issues and billing discrepancies.
The following is a summary of the major functions of this individual’s job. He or she may perform other duties, both major and minor, which are not mentioned below, and specific functions may change from time to time.
A/P Duties:

• Codes invoices, check requests, credit memos, and other similar items utilizing the company’s proper general ledger coding structure.
• Reviews a high volume of supplier invoice and credit memo documents for accuracy and critical information to determine appropriate location in which to charge as well as proper general ledger coding, remittance and payment methods, due dates impacting discounts or late fees, purchase orders, or other necessary payables information.
• Audits supplier information when processing invoices to make any necessary updates or corrections to the supplier records.
• Follows standard procedures and best practices when entering and processing data within the financial system.
• Processes check payments according to acceptable departmental guidelines and monetary thresholds.
• Research invoice discrepancies with vendors and internal personnel, resolves payment/credit holds.
• Monitors and ensures urgent vouchers route appropriately through workflows and approvals to payment.
• Assists in the communication and interaction with suppliers or branch locations on a variety of inquiries, reconciliation of statements, and resolution of issues.
• Performs other duties or projects as assigned in support of the accounting department.

AR Responsibilities:

• Accurately apply all forms of payment, including EFT, checks, and credit card payments.
• Ensure collections are made on a timely basis, primarily through reminder phone calls and manual email reminders.
• Processing and documentation of adjustments, including discounts and service charges.
• Provide additional information to customers to maintain accurate account balances.
• Submit a revised invoice or statement to the client, as required.
• Determine when an account has become unmanageable and provide recommendation to submit the account to an outside collection agency.
• Internal and external communication and service by working with customers who request information as needed to resolve account issues.
• Audit accounts to identify accuracy of cash posting on assigned accounts.
• May conduct research to resolve account issues.
• Assist with special projects as needed.

Minimum Education, Training and Experience Required

• A high school diploma or GED is required, with at least 2 years of accounts payable and accounts receivable experience.
• Proficiency in Microsoft Office Suite, specifically Excel.
• Excellent organizational skills and attention to detail.
• Self-motivated, takes initiative, and follows up on small details.
• Experience with accounting systems
• Strong interpersonal & communication skills with the ability to communicate with people of all levels of the organization professionally.
• Must work well in a team environment
• Ability to work independently and maintain professionalism when working with a difficult situation.