Accounting AR/AP Specialist

Job Duties and Responsibilities

1. Process invoices: Receive, review, and enter invoices into accounting software

• Verify payments: Match purchase orders to invoices and verify quantities, prices, and discounts
• Communicate with vendors: Respond to inquiries about payment status requests, complaints, issues and questions.
• Provide documentation: Maintain records of invoices, purchase orders, and approvals.
• Assist with audits: Provide supporting documentation for audits.

6. Data inputting: Accurately entering data into specified fields within a database or software system, including customer or vendor information, orders, invoices, or other relevant details.

7. Data validation: Checking for errors and inconsistencies in data before entry, verifying information against source documents to ensure accuracy.

8. Data organization: Sorting and organizing data from different sources to facilitate efficient entry.

9. Data cleaning: Identifying and correcting errors or typos in existing data.

10. Data formatting: Ensuring data is entered in the correct format (e.g., dates, numbers, addresses) according to established guidelines.

11. Record keeping: Maintaining accurate records of data entry activities and tracking progress.

12. Review statements of open invoices and communicate with vendor.

13. Work with certain customers AR portals to ensure items are approved to pay, help resolve differences so as to ensure they are addressed in order to receive timely payments.

14. Assist in preparing invoices to be sent to customers.

15. Update and maintain vendors’ files to include TIN matching, names, address changes, mergers or mailing preferences.

16. Process Notice of Assignments / Letter of Releases for Factors who support the carriers.

17. Other miscellaneous accounting duties.

Qualifications

1. Ability to maintain confidentiality

2. Ability to follow instructions precisely

3. Perform basic data analysis tasks

4. Collaborate with other departments to gather and verify data

5. Excellent verbal, written and listening skills to be used with American Diamond personnel and vendors to aid in problem resolution and payment efforts.

6. Since this position utilizes various IT systems, the ability to use IT skills to navigate, increase, and optimize efficiency and automation.

7. Adaptability skills. Change is constant and the Data Entry/AP clerk must be able to adapt and comply to accounting standards, tax laws, and other system requirements.

8. Other related soft skills include time management, extreme attention to detail, technical skills and organization skills.

Education and experience

1. A high school diploma is a minimum requirement but an Associate’s or Bachelor’s degree in finance, business administration and accounting is helpful.

2. We look for a minimum of 2 years of experience in Accounting.

3. Relevant experience and training enable the Data Entry/AP clerk to become conversant with specific methods and best practices common to this position.

4. Ability to Multitask

5. Ability to manipulate large amounts of data

Logistics experience is preferred

Job Type: Full-time

Pay: $40,000.00 - $45,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Supplemental Pay:

• Bonus opportunities

Education:

• High school or equivalent (Preferred)

Experience:

• Accounts receivable Occupations: 1 year (Preferred)

Work Location: In person

Salary : $40,000 - $45,000