Accounts Payable/Receivable Specialist

D & G Machine Products, Inc., a Certified ISO 9001 & AS9100D Company with a Main Plant located in Westbrook and a Fabrication Plant located in Gorham, Maine, has been offering full-service Precision Machining, Fabrication, Painted and Assembled Machine Products for more than 50 Years.

D&G Machine supply’s several Nationwide Industries that include: Aerospace, Computer Chip Production, Defense Contracts, Medical, Power Generation, and Maine’s Paper Industry.

D&G Machine employees have the opportunity to advance within the company after receiving valuable experience, as proven with a majority of our engineers and managers being promoted from the shop floor.

JOB SUMMARY:

The Accounts Payable/Receivable Specialist is responsible for managing the company’s financial transactions related to vendor payments, including processing invoices, verifying purchase orders, reconciling discrepancies, preparing payments, and maintaining accurate records to ensure timely and accurate bill payments while optimizing cash flow. The Accounts Payable/Receivable Specialist’s other duties include creating customer invoices and preparing, posting, verifying and recording customer payments.

SUPERVISORY RESPONSIBILITIES:

• None

ESSENTIAL JOB FUNCTIONS:

• Receives, reviews, and verifies vendor invoices for accuracy, including pricing, quantities, and purchase order details.
• Inputs invoice information into the accounting system, ensuring all relevant details are captured.
• Cross-checks invoices against corresponding purchase orders to confirm legitimacy.
• Investigates and resolves any discrepancies or issues with invoices, including working with internal departments and contacting vendors for clarification.
• Prioritized invoice payment processing to take advantage of cash discounts, to avoid interest and/or penalties, and adhere to agreed-upon payment terms/plans.
• Generates weekly vendor check payments, ensures proper documentation is attached, and hand-delivers checks for signature to the President.
• Reconciles accounts payable balances regularly to ensure accuracy and identifies potential discrepancies.
• Maintains vendor information and payment terms, fostering positive relationships with suppliers.
• Ensures signed copies of IRS Form W-9 Request for Taxpayer Identification and Certification, vendor service agreements, and any other contracts are on file. Provides supporting documentation for audits.
• Generates and analyzes accounts payable reports to track spending trends and identify cost-saving opportunities.
• Calculates and reports applicable taxes based on paid invoices.
• Manages accounts payable email inbox and responds to inquiries promptly and professionally.
• Assists with month-end closing activities related to accounts payable and accounts receivable, including reconciliations and accruals.
• Monitors accounts payable aging reports and ensures timely payment of outstanding invoices.
• Adheres to company policies and procedures related to accounts payable, including internal controls and tax regulations.
• Prepares, posts, verifies, and records customer payments and transactions related to accounts receivable.
• Creates invoices according to company practices; submits invoices to customers.
• Maintains and updates customer files, including name, address changes, phone numbers, and mailing attentions.
• Adheres to ethical and confidentiality standards in handling financial information.
• Stays up to date on industry and regulatory changes related to accounts payable/receivable.
• Continuously strives to improve processes and procedures to increase efficiency and accuracy.
• Participates in training and development opportunities to enhance job knowledge and skills.

REQUIRED SKILLS/EXPERIENCE/TRAINING:

• High School Diploma or equivalent required.
• Associate’s degree in Accounting, Business Administration, or related field preferred.
• Minimum of 2-3 years of accounts payable or related accounting experience.
• Proficiency in accounting software and Microsoft Office applications.
• Ability to analyze financial data and identify potential errors.
• Excellent organizational and time management skills with proven ability to meet payment deadlines.
• Understanding of basic principles of finance, accounting, and bookkeeping.
• Ability to maintain confidentiality of company and vendor information.
• Ability to prioritize tasks, work independently to meet timelines, and understand key objectives.
• Ability to effectively communicate (verbally and in writing), listen, assess, and problem solve.
• Strong attention to detail and accuracy.
• Must pass a post-employment offer drug screen and background check.

EEO STATEMENT

D & G Machine Products, Inc. provides Equal Employment Opportunity (EEO) to all employees and applicants for employment without regard to race, color, religious creed, sex, national origin, ancestry, citizenship status, pregnancy, childbirth, physical disability, mental and/or intellectual disability, age, military status or status as a Vietnam-era or special disabled veteran, marital status, registered domestic partner or civil union status, gender (including sex stereotyping and gender identity or expression), medical condition (including but not limited to, cancer related or HIV/AIDS related), genetic information or sexual orientation, or any other characteristic protected by applicable law. In addition to federal law requirements, D & G Machine Products, Inc. complies with applicable state and local laws governing nondiscrimination and employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Further, D & G Machine Products, Inc. complies with Affirmative Action (AA) practices as called for by applicable laws and executive orders with respect to equal employment opportunities, administration of personnel actions, and in order to ensure employment decisions are made in furtherance of the objective of equal employment.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

A competitive salary and benefits package is offered, including:

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Supplemental Insurance
• Short Term Disability (employer paid)
• Long Term Disability
• Group Life Insurance (employer paid)
• 401k with employer match
• Paid Time Off (PTO)
• Bereavement Leave
• 11 paid Holidays
• 15% Shift Differential
• Paid Tuition Reimbursement
• And much more!