Accounts Payable/Accounts Receivable Specialist

Job Summary:

The Accounts Payable/Accounts Receivable (AP/AR) Specialist is responsible for processing and maintaining the organization's accounts payable and accounts receivable functions while ensuring the accuracy and integrity of financial records. This position supports timely vendor payments, customer billing, cash receipts processing, collections, and account reconciliations in accordance with organizational policies and generally accepted accounting principles (GAAP).

Essential Functions:

Accounts Payable

• Review, verify, and process vendor invoices for payment.
• Match invoices to supporting documentation and approvals.
• Prepare weekly payment batches including checks, ACH transactions, and electronic payments.
• Maintain vendor records, W-9 documentation, and payment files.
• Respond to vendor inquiries and resolve payment discrepancies.
• Monitor outstanding liabilities and assist with cash flow planning.
• Ensure compliance with internal purchasing and payment policies.

Accounts Receivable

• Generate invoices and customer statements.
• Process and post customer payments, donations, contract billings, and other receipts.
• Maintain accurate accounts receivable records and subsidiary ledgers.
• Monitor aging reports and follow up on past-due accounts.
• Coordinate with department managers regarding collection efforts.
• Research and resolve customer billing issues and payment discrepancies.
• Prepare deposits and reconcile cash receipts to accounting records.

General Accounting Support

• Reconcile assigned balance sheet accounts.
• Assist with month-end and year-end closing procedures.
• Maintain electronic and paper financial records.
• Provide support during annual audits and financial reviews.
• Prepare accounting schedules and reports as assigned.
• Assist with fixed asset and prepaid expense tracking.
• Maintain confidentiality of financial and personnel information.
• Perform other duties as assigned.

Qualifications:

• Associate degree in Accounting, Finance, Business Administration, or related field required.
• Bachelor’s degree in Accounting or Finance preferred.
• Minimum of two years of accounts payable, accounts receivable, bookkeeping, or general accounting experience required.
• Nonprofit accounting experience preferred.
• Experience with accounting software and Microsoft Office applications, particularly Excel.