Accounts Payable/Accounts Receivable Specialist

Job Title: Accounts Payable/Accounts Receivable Specialist 

Job Classification: Non-Exempt / Full-time

Reports to:  Controller

Location: Hybrid (in office 2-3 days/week)

Compensation: $31.25/hr-$32.45/hr

Summary:

The Accounts Payable/Accounts Receivable Specialist is an hourly, non-exempt, full-time position located in our Lafayette Support Office under the supervision of the Controller. As an Accounts Payable/Accounts Receivable Specialist, you will be responsible for managing all aspects of the Accounts Payable system and for supporting the Accounts Receivable  process. This role requires strong attention to detail, organizational skills, and the ability to communicate effectively with internal and external stakeholders. You will play a crucial role in ensuring accurate and timely processing of invoices, payments, and collections, contributing to the overall financial health and success of the organization. Time permitting, this position may grow to assist in other areas of the Finance Department.  

Essential Duties and Responsibilities include the following areas:

Accounts Payable:

• Manage full-cycle Accounts Payable (AP) including vendor management, coordinating and processing of AP invoices and employee reimbursements.
• Determine payment processing schedule. 
• Post manual, ACH and virtual payments.
• Process monthly rent payments in coordination with Business Manager.
• Manage accounting software changes and coordinate with parent company.
• Suggest and initiate process improvements.
• Update and create Accounts Payable policies & procedures.
• Review CAM reconciliations and communicate with corporate accounting regarding CAM updates.
• Research AP invoice integrity.
• Research and answer vendor inquiries.
• Handle all communication functions pertaining to Accounts Payable.
• Reconcile vendor accounts and resolve discrepancies.
• Code expenses to accounts and cost centers
• Attend AP meetings as required and cascade information as necessary.
• Process monthly credit card reports.
• Manage information relative to new vendors, including 1099 status and Tax Identification Numbers (TIN)
• Assist corporate office in preparation for 1099 filing.
• Assist with preparation of 1094-C/1095-C forms.

Accounts Receivable: 

• Perform month end billing activities as directed.
• Work with EHR database to produce monthly reports.
• Reconcile payments.
• Communicate with internal departments regarding billing issues. 
• Perform data analysis as required.
• Assist with other Accounts Receivables tasks as requested. 

General Accounting:

• Manage files (filing, labeling, scanning, etc.)
• Perform banking duties.
• Create forms as needed.
• Assist with month-end closing, including accruals, reconciliations and reporting.
• Collaborate with other departments to ensure smooth financial operations.
• Maintain effective internal controls and data security measures.
• Generate and distribute reports as needed.
• Assist with outside audits.
• Manage Start-up budgets.
• Assist with other Finance duties as requested.

Qualifications:

• Bachelor's Degree in Accounting or similar field preferred. Experience may be substituted in lieu of a degree.
• 4 years of Accounts Payable experience required.
• 2 years of Accounts Receivable experience required.  
• Ability to demonstrate understanding of general bookkeeping principles.
• Ability to learn advanced Accounts Payable/Accounts Receivable software.
• Experience with Tipalti, Chrome River and Netsuite is a plus.
• Experience with Google Workspace and Apple OS is a plus.

Skills

• Excellent time management skills. 
• Ability to multitask and prioritize time-sensitive tasks.
• Strong interpersonal and communication skills.
• Excellent attention to detail. 
• Ability to identify, analyze, and resolve problems or challenges effectively and efficiently.
• Strong organizational and planning skills.
• Ability to learn new job skills and adapt to changes, as needed.
• Ability to be self-motivated and work independently.
• Ability to work effectively and enthusiastically as a member  of a team.  

Competencies

• Communication - speaks and writes clearly, concisely and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; participates in meetings.
• Professionalism - approaches others in a tactful manner; reacts well under pressure; 

treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments; exhibits objectivity and openness to others' views. Presents a professional and polished appearance and manner.  

• Growth mindset - embrace challenges, learn from feedback and is inspired by the success of others.
• Teamwork - functions as part of a team; recognizes and appreciates contributions from all team members.
• Planning/Organizing - prioritizes and plans work activities; completes work in a timely manner; meets deadlines; strives to increase productivity; uses time efficiently. 
• Adaptability - adapts to changes in the work environment; accepts constructive feedback and implements suggestions.

Position Type/Expected Hours of Work

This is a full-time non-exempt position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5:00 p.m. at our Lafayette Support Office, with the possibility for a hybrid working arrangement 2-3 days per week.  This position has regular business hours, although additional and/or alternative hours may occasionally be required depending on the position. 

Physical Demands

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

While performing the duties of this job, the employee is frequently required to walk, sit and stand.  The employee is also required to use their hands and reach with their arms.  The employee must occasionally lift and/or move up to 20 pounds.  Specific vision abilities required by this job include close vision, distance vision, peripheral vision and ability to adjust focus.

The above job description is not intended to be an all-inclusive list of duties or standards of the position. Employees will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

Supervisory Responsibilities

This job has no supervisory responsibilities.

Job Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed above are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.