Account Specialist

The AP/AR Coordinator is responsible for managing the day-to-day accounts payable (AP) and accounts receivable (AR) functions of the organization. This part-time role involves ensuring timely and accurate processing of invoices, payments, and receipts, as well as maintaining organized financial records. The AP/AR Coordinator will work closely with the Controller and other members of the accounting team to support the organization’s financial operations, including handling bank deposits. This role is primarily in-person, with the possibility of remote work on certain days.

Key Responsibilities:

Accounts Payable:

• Process vendor invoices, ensuring accuracy and compliance with organizational policies.
• Manage the AP workflow, including obtaining approvals, coding expenses, and entering data into the accounting system (Abila MIP).
• Prepare and process payments via checks, ACH, and other methods.
• Reconcile vendor statements and resolve discrepancies promptly.
• Maintain vendor files and ensure W-9 forms are up to date.

Accounts Receivable:

• Generate and send invoices to customers and clients in a timely manner.
• Track and apply payments received, ensuring accurate allocation to the appropriate accounts.
• Follow up on overdue accounts, coordinating with internal teams to resolve payment issues.
• Prepare and reconcile AR aging reports.

Bank Deposits:

• Prepare and make bank deposits, ensuring that all received funds are deposited accurately and promptly.
• Record and reconcile deposits in the accounting system, verifying that they match the bank statements.

General Accounting Support:

• Assist in month-end and year-end closing processes, including journal entries and account reconciliations as needed as needed.
• Support the audit process by preparing documentation and providing necessary information.
• Maintain accurate and organized financial records, both electronically and physically.
• Assist with other accounting tasks as needed, such as expense reporting and petty cash management.

Qualifications:

• Associate’s degree in Accounting, Finance, or a related field preferred.
• Minimum of 2 years of experience in accounts payable and/or accounts receivable roles.
• Additional years of relevant work experience may be considered in lieu of a college degree.
• Proficiency with accounting software, preferably Abila MIP or similar systems.
• Strong understanding of accounting principles and procedures.
• Excellent organizational skills with a keen attention to detail.
• Strong communication skills, both written and verbal.
• Ability to work independently and manage time effectively to meet deadlines.