AP / AR Specialist

Statement of Purpose: The Accounting Specialist plays a critical role in supporting the financial integrity and

operational efficiency of the organization. This position is responsible for managing accounts payable, accounts

receivables, expense reporting, reconciliations, and general accounting functions while ensuring accuracy,

compliance, and timeliness. By partnering with internal teams and maintaining strong vendor and customer

relationships, this role contributes to effective financial processes, informed decision-making, and the overall

success of the Accounting & Finance department.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES

Process vendor invoices by coding, matching purchase orders, and entering into the accounts payable system accurately

and timely.

Set up new vendors, maintain vendor records, and collect required documentation (W-9s, new vendor forms, banking

information).

Review and reconcile vendor statements; follow up on discrepancies or missing invoices.

Process weekly ACH and check payments, and track utility invoices and payments.

Maintain organized AP records, including matching packing slips, purchase orders, and invoices.

Reconcile third-party vendor items ordered, delivered, invoiced, and paid.

Enter Capital Expenditure (CapEx) projects into the AP system and reconcile.

Monitor, review, and enter credit card transactions.

Work with employees to ensure accurate and timely submission of expense reports.

Verify and record expenses in compliance with company policies.

Generate and issue customer invoices in a timely manner.

Follow up on overdue accounts in collaboration with the Sales department.

Reconcile customer accounts and resolve discrepancies.

Collaborate with HR to support accurate and timely payroll processing.

Verify timekeeping records and assist with payroll-related reconciliations prior to posting.

Accurately track contractor hours and ensure timely submission.

Prepare and post journal entries and perform account reconciliations.

Assist with month-end close activities.

Support internal reporting, audits, and compliance with GAAP and applicable regulations.

Maintain accurate, organized financial records and documentation.

Work closely with internal teams to ensure efficient and accurate financial processing.

Support additional finance functions and perform other duties as assigned by the Finance Manager.

Assist in developing and improving accounting processes and internal controls

COMPETENCY and KNOWLEDGE REQUIREMENTS

Associate's degree in accounting or equivalent experience required

3–5 years of accounting experience

Proficiency in Microsoft Dynamics 365 Business Central

Experience with Emburse Expense Management or similar systems preferred

Strong understanding of GAAP and financial reporting principles

Advanced Excel skills (pivot tables, VLOOKUP, etc.)

Strong attention to detail and organizational skills

Ability to prioritize and manage multiple deadlines effectively

Excellent communication, interpersonal, and customer service skills

Ability to work collaboratively in a team environment

Strong commitment to maintaining the confidentiality of sensitive financial information