Job Title:  AP/AR Specialist 1

JOB SUMMARY:
Under minimal supervision, performs accounts receivable (AR) and accounts payable (AP) functions according to established procedures or as directed by the Controller and Accounting Manager. Responsibilities include processing all cash receipts, handling vendor payments, reviewing and approving customer credit requests, pursuing delinquent accounts, and assisting with financial reconciliations. The role requires close coordination with the billing, sales, and quality control departments, as well as effective management of both customer and vendor relationships.

ESSENTIAL FUNCTIONS:
Accounts Receivable (AR):

1. Review and complete all requests for customer credits.
2. Code and record cash receipts from bank lockbox and wire transfers, posting to customer accounts and reconciling with bank statements.
3. Initiate credit checks for new customers and determine customer credit status.
4. Contact customers regarding delinquent accounts and manage collections process.
5. Reconcile monthly sales, cash receipts, and AR closing balance before automatic system interface with the general ledger.
6. Reconcile AR aging reports with daily transactions.
7. Approve customer orders with payment issues before shipment.

Accounts Payable (AP):

1. Process and code vendor invoices for approval and payment, ensuring accuracy and timely disbursements.
2. Prepare and reconcile AP aging reports, including month-end and year-end closing activities.
3. Communicate with vendors regarding payment discrepancies, missing invoices, and credit terms.
4. Manage vendor relationships, ensuring proper documentation and compliance with payment terms.
5. Issue and track payments to vendors via check, ACH, or wire transfer.

ADDITIONAL RESPONSIBILITIES:

1. Prepare daily cash receipts and AR roll-forward reports and distribute them to other accounting personnel.
2. Research and resolve payment discrepancies with both customers and vendors.
3. Prepare proforma invoices for prepaid customer orders.
4. Assist in month-end closing for AR and AP processes, including general ledger reconciliation.
5. Maintain proper documentation for audit purposes.

KNOWLEDGE / SKILLS / ABILITIES REQUIRED:

1. Comprehensive knowledge of AR/AP practices and general accounting principles.
2. Ability to perform detailed numerical work with accuracy and operate a calculator efficiently.
3. Proficient in data entry, with high typing accuracy and speed.
4. Experience with AR/AP computer systems, Excel, and other spreadsheet programs.
5. Strong organizational skills and the ability to create detailed financial reports in Excel.
6. Excellent verbal and written communication skills, with the ability to establish and maintain effective working relationships with coworkers, management, customers, and vendors.
7. Ability to maintain a pleasant and professional phone manner for customer and vendor interactions.

EDUCATION, EXPERIENCE, AND TRAINING:

1. High school diploma with coursework in bookkeeping or accounting.
2. Some college with a major in accounting is preferred.
3. At least 2 years of experience in AR/AP and collections, preferably in a manufacturing environment.
4. Strong proficiency with accounting software and Microsoft Office Suite (Excel, Word).

DEPARTMENT INTERACTION:
Works closely with Front Office/Billing, Sales, Quality Control, and coworkers in the Accounting Department to ensure seamless financial processes and compliance.