Accounts Payable and Receivable Accountant (63142)

The Accounts Payable and Receivable (AP/AR) Accountant oversees and performs full-cycle accounts payable and receivable functions ensuring timely and accurate processing of invoices, payments, reimbursements, vendor records, and related accounting transactions. They ensure bills are paid on time, revenue is collected promptly, and general ledgers remain balanced and reconciled while supporting the agency’s mission-driven work. The AP/AR Accountant supports strong internal controls, accurate financial reporting, audit readiness, and compliance with agency policies and procedures. This role is a key resource for accounts payable systems, vendor management, expense processing, reconciliations, and department-wide improvements.

DUTIES AND RESPONSIBILITIES:

Accounts Payable

• Oversee and perform full-cycle accounts payable processing including, but not limited to, invoice review, coding, approval verification, data entry, payment processing, and filing of supporting documentation.
• Review invoices and check requests for accuracy, appropriate authorization, proper general ledger coding, and compliance with agency policies.
• Process recurring payments, direct debits, ACH transactions, reimbursement requests, and other routine disbursements in a timely and accurate manner.
• Prepare check runs, payment files, check registers, and accounts payable reports for review and approval.
• Maintain accurate accounts payable files, vendor records, supporting documentation, and electronic records in accordance with retention and audit requirements.
• Reconcile statements and general ledger liability balances and assist with month-end close accruals, journal entries, and financial reporting related to unpaid bills.

System Administration, Vendor Management, and Controls

• As primary user and subject matter resource for MIP accounts payable functions, set up vendors, enter invoices, process payments, run reports, and troubleshoot issues as needed.
• Support the day-to-day operation of Concur invoice and Emburse expense systems with activities including, but not limited to, invoice workflow monitoring, staff reimbursement processing, user support, and coordination of approval workflows.
• Maintain vendor master records, including new vendor set up, updates, W-9 documentation, address changes, banking information, and inactive vendor review.
• Monitor accounts payable activity for duplicate invoices, unusual transactions, missing documentation, and other exceptions that require follow-up.
• Promote compliance with internal controls, segregation of duties, approval requirements, spending policies, and audit standards.

Reconciliations, Month-end Close, and Audit Support

• Reconcile accounts payable subsidiary records to the general ledger and assist in resolving discrepancies.
• Assist with month-end close activities, including but not limited to, accruals, prepaid expense review, invoice cut-off, and analysis of outstanding liabilities.
• Research and resolve vendor inquiries, payment issues, account discrepancies, and outstanding check matters.
• Reconcile AP/AR subledgers to the general ledger and work with team to reconcile AR tie-in issues.
• Reconcile bank to accounting software balances.

Leadership, Communication, and Process Improvement

• Provide guidance to staff regarding accounts payable procedures, documentation requirements, coding, and payment status.
• Identify opportunities to improve accounts payable workflows, strengthen controls, reduce manual processing, and increase reporting accuracy.
• Communicate professional with vendors, employees, department leaders, and members of the accounting team.

Accounts Receivable

• Record agency receivables including, but not limited to, customer billing – room and board; Community Living Arrangement residential billing; Adult Day Program billing; Infant-Toddler Early Intervention billing.
• Input customer payment into CADES’ fund accounting software.
• Generate monthly statements for external agencies and organizations.
• Receive and book ACH transactions.
• Input required adjusting entries - credit memo.
• Print and file AR bathc transaction reports.
• Provide superb customer service to agencies in tracking and collecting past due accounts.

Cash Controls

• Receive, code, and scan checks and receipts into bank account(s).
• Receive and confirm currency and coin receipts.
• Maintain and input petty cash fund and replenish as needed.
• Maintain food cards and replenish as needed.
• Process and distribute petty cash and/or food card requests.
• Maintain Excel-based sub-ledge for petty cash, food cards, and outstanding check request receipts.
• Monitor funds and postage meter; replenish as needed.
• Maintain operating account outstanding checks list.
• Resolve uncashed checks older than 180 days.

• Perform other duties as assigned.

Education/Experience/Skills Requirements

• Bachelor’s degree in accounting, finance, or business administration.
• Three (3) years’ hands-on accounts payable and receivable or general accounting experience.
• Demonstrated strong knowledge of accounts payable, accounts receivable, general accounting, accrual accounting, internal controls, and financial documentation standards.
• Demonstrated ability to assemble, analyze, and prepare reports and statements of financial data.
• Solid understanding of restricted versus unrestricted funds, grant compliance, and general ledger coding.
• Experience supporting month-end close, audit documentation, vendor management, and accounting software systems.
• Demonstrated ability to work in a fast-paced environment and effectively prioritize tasks to meet deadlines.
• Demonstrated strong attention to detail.
• Demonstrated ability to work effectively as part of a team.
• Demonstrated strong time management and organizational skills.
• Demonstrated excellent judgment with the ability to independently solve problems and make decisions with little or no need for direct supervision.
• Demonstrated ability to anticipate changes and/or identify issues and take appropriate and effective actions.
• Excellent customer interaction, collaboration, and written and verbal communication skills.
• Demonstrated intermediate experience with Microsoft Office applications, including Word, Outlook, SharePoint, and PowerPoint; Advanced experience with Excel including the ability to prepare schedules, analyze data, use formulas, and create and use pivot tables.
• Experience using electronic fund accounting and financial systems; Concur, MIP, Emburse preferred.
• Ability to maintain confidentiality, exercise sound judgment, and meet deadlines.
• Knowledge/Experience with Commonwealth of Pennsylvania billing systems (PROMISE, HCSIS).
• Must be able to perform CPR, First Aid, and crisis intervention using agency-trained protocols.

• Must possess a current, valid driver's license in the state of residence, have a minimum of three (3) years of driving experience within the United States, and have an acceptable driving record, which will be assessed through a review of the Division of Motor Vehicles (DMV) record