What are the responsibilities and job description for the AP/AR ADMINISTRATOR position at South Shore Staffing?
The Accounts Receivable / Accounts Payable (AR / AP) Administrator is responsible for all aspects of the accounts receivable and accounts payables functions, ensuring accurate financial records, and supporting the overall financial health of the organization.
DUTIES AND RESPONSIBILITIES :
Sorts and distributes incoming mail.
Maintains organized and accurate financial records to support internal and external audits and tax reporting.
Maintains electronic records of all transactions, ensuring proper filing and documentation.
Ensures that all accounts receivable and payable activities comply with company policies and legal requirements.
Coordinates with other departments to ensure accuracy of financial transactions.
Assists with audits by providing necessary documentation and financial records.
Reconciles bank accounts.
Prepares reports related to accounts payable and receivable for management review.
Other responsibilities as requested.
Accounts Payable :
Enters expense invoices into accounting software, verifying proper account coding and period posting.
Matches inventory receipts to vendor bills. Keeps track of invoices partially received.
Communicates unit cost discrepancies to appropriate Buyer.
Submits proposed list of open invoices for weekly vendor payments.
Pays vendors by check, or by ACH or wire on bank website.
Applies vendor prepayments to open invoices, ensuring vendors are not paid twice.
Runs various month end reports such as AP Aging, Open Purchase Orders Pending Billing, and Vendor Prepayments.
Reconciles open payables to Vendor Statements, requesting missing documents when necessary.
Maintains Vendor data including W-9s and certificates of insurance.
Assists with accumulation of payment data necessary to file annual 1099 forms.
Accounts Receivable :
Processes customer payments received by e-mail (ACH and credit card) and mail (check).
Records receipt and application of funds on customer accounts in Accounting software.
Deposits checks via Bank website's Remote Deposit Capture.
Resolves Customer payment discrepancies and respond to requests for such items as invoices, statements, or proof of delivery.
Collects on past due Customer accounts utilizing e-mail and telephone. Works with Customers to facilitate timely payments.
Assists in the preparation of month-end and year-end closing processes.
QUALIFICATIONS :
Bachelor's degree in Accounting, Finance, or related field preferred.
Experience with accounting software. NetSuite preferred but not required.
Minimum of 5 years' experience in accounts payable and receivable processes.
Knowledge of Microsoft Office Suite; intermediate level of Excel skills.
Attention to detail.
Strong organizational and time management skills.
Communicates effectively with members of all departments across the Company.
Handles sensitive financial information with confidentiality.
Manage multiple projects at one time with confidence.
Problem solving skills.
