Accounts Receivable/Accounts Payable Accounting Assistant

Job Summary

The AR/AP Accounting Assistant is responsible for supporting the organization’s cash flow and expense management processes. This role ensures the timely and accurate preparation of customer invoices, application of payments, monitoring of accounts receivable, and processing of vendor invoices and payments. The position works closely with sales, customers, and vendors to maintain accurate financial records and strong business relationships.

Key Responsibilities

Accounts Receivable (AR)

• Prepare accurate and timely customer invoices based on completed job tickets.
• Collaborate with the sales team to verify billing details and resolve discrepancies, including postage variances.
• Enter approved invoices into the accounting system the same day job tickets are returned.
• Distribute customer invoices according to customer preference (mail or electronic portal) on the same day prepared.
• Review and maintain the customer master file, ensuring correct terms, credit limits, and up-to-date information.
• Conduct credit checks for new customers.
• Monitor the accounts receivable trial balance to identify collection issues or billing discrepancies.
• Communicate with customers’ accounting teams and internal sales staff regarding outstanding balances.
• Minimize balances over 60 days outstanding.
• Prepare documentation and obtain approval for receivable adjustments; post adjustments within two business days.
• Maintain accurate customer permanent files and ensure job ticket documentation is properly filed.
• Scan and email SPC Manifest documentation for recycled paper as received.

Accounts Payable (AP)

• Match invoices to purchase orders and receiving documentation; verify proper approvals.
• Enter approved vendor invoices into the accounting system (average 40 per day).
• Ensure all invoices are entered within three business days of receipt.
• Maintain vendor master file, ensuring correct terms and current vendor information to support cash flow management.
• Assign expenses to appropriate accounts and departments in accordance with the chart of accounts.
• Assist in preparing check runs, match checks to supporting invoices, and mail signed checks.
• Ensure no payments are issued without proper authorization and supporting documentation.
• Reconcile vendor statements monthly and investigate discrepancies as time permits and risk exposure warrants.
• Review the Open PO Report monthly:
• Follow up on all POs over 60 days.
• Obtain invoice copies as needed.
• Close POs that are no longer valid.
• Maintain supporting documentation for valid outstanding POs over 60 days.

Administrative & Backup Support

• File billing tickets monthly.
• Provide backup support to the AR Specialist, Billing Coordinator, and AP Specialist during absences and month-end.
• Ensure billing bins are cleared daily and payables are entered within three business days.
• Perform additional duties as assigned to support accounting and organizational objectives.

Measurement of Success

• Customer invoices prepared and mailed/distributed the same day job tickets are returned.
• Customer and vendor master files maintained accurately and updated daily as needed.
• AR balances over 60 days minimized.
• Approved invoices entered accurately and within three business days.
• Approximately 50 AP invoices processed daily with high accuracy.
• Monthly vendor statement reconciliations completed with discrepancies resolved timely.
• Open POs over 60 days reviewed and documented appropriately.
• Billing documentation maintained accurately and consistently.

Qualifications

• Associate’s or Bachelor’s degree in Accounting, Finance, or related field preferred.
• 2+ years of experience in accounts receivable and/or accounts payable.
• Strong understanding of accounting principles and internal controls.
• Experience working with accounting systems and ERP platforms.
• High level of accuracy and attention to detail.
• Strong organizational and time management skills.
• Ability to prioritize and meet daily deadlines.
• Effective written and verbal communication skills.
• Proficiency in Microsoft Excel and other Microsoft Office applications.

Pay: $60,000.00 - $65,000.00 per year

Benefits:

• 401(k) matching
• AD&D insurance
• Dental insurance
• Disability insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Opportunities for advancement
• Paid sick time
• Paid time off
• Referral program
• Vision insurance

Work Location: In person