Accounts Payable / Accounts Receivable Specialist
Position Overview
We are seeking an experienced Accounts Payable / Accounts Receivable Specialist to manage a variety of accounting, billing, reconciliation, and payment functions. This position requires a high level of accuracy, attention to detail, organization, and the ability to independently manage recurring responsibilities and deadlines.
The ideal candidate will have strong working knowledge of QuickBooks, experience handling multiple company/entity accounting records, and the ability to communicate professionally with vendors, customers, banks, and client HR departments.
Key Responsibilities
Accounts Payable
- Process, review, and pay vendor invoices accurately and in a timely manner.
- Ensure payments are properly recorded and applied to the appropriate company/entity.
- Research and resolve payment discrepancies with vendors.
Self-Billing and Vendor Reconciliation
- Generate self-billing information by extracting and compiling data from internal systems to determine amounts owed to vendors.
- Process payments based on internally generated billing data when a vendor invoice is not received.
- Communicate directly with vendors to research and resolve discrepancies when the vendor records differ from the company's calculated amount.
- Maintain accurate supporting records for self-billed transactions and payments.
Bank Reconciliation
- Reconcile bank statements accurately and in a timely manner.
- Maintain the integrity of reconciled accounting records and understand the importance of maintaining a proper audit trail.
Customer Enrollment and Billing
- Work with the HR departments of client companies to verify and maintain accurate enrollment information for employees and dependents participating in company health plans.
- Review enrollment information for completeness and accuracy and communicate with client HR departments to resolve discrepancies.
- Prepare and issue invoices to companies purchasing health plans.
- Prepare and process billing for individuals who purchase health plans directly.
- Monitor individual accounts for declined credit card payments and promptly follow up on outstanding balances.
- Ensure individual enrollment and billing information is consistent across the merchant services system, QuickBooks, and the company's member database.
- Identify and resolve discrepancies between enrollment and billing records to prevent billing individuals who have disenrolled or failing to bill individuals who have enrolled.
Claims Data Entry
- Enter claims information accurately and efficiently into the appropriate company/entity records.
- Carefully verify the company and account associated with each claim before entering the transaction.
- Maintain a high level of attention to detail to prevent errors across companies.
Required Skills and Qualifications
QuickBooks Expertise
- Strong working knowledge of QuickBooks is required.
- The successful candidate must be able to independently perform routine QuickBooks functions, including billing, accounts payable, deposits, bank reconciliations, and related accounting tasks, without requiring basic QuickBooks training.
- Experience working with multiple QuickBooks company files is strongly preferred.
- This position requires the ability to work accurately across several separate QuickBooks files.
- The candidate must understand the importance of keeping financial activity, balances, and transactions properly separated between companies and entities within a QuickBooks file.
Accounting Knowledge & Financial Reporting Fundamentals
- Solid working knowledge of basic accounting principles, including GAAP and accrual accounting.
- Understanding of the importance of recording revenue and expenses in the appropriate accounting period.
- Strong understanding of debits and credits and their impact on financial accounts.
- Accuracy and attention to detail are essential, as we are looking for someone who can maintain clean, accurate books and minimize the need for subsequent corrections or cleanup during the financial reporting process.
Excel & Data Management Skills
- Proficient in Excel for organizing, analyzing, and compiling financial data.
- Ability to pull reports from databases and work with large amounts of data.
- Comfortable sorting and filtering data to identify and organize relevant information.
- Ability to compile data into clear, organized, and meaningful reports.
- Advanced Excel skills are not required, but the candidate should be comfortable working independently with data.
Attention to Detail
- Exceptional attention to detail and accuracy is required.
- Must be able to identify discrepancies and investigate them rather than simply processing transactions as they appear.
- Must be comfortable working with multiple systems and cross-checking information between systems to ensure consistency.
Independent Work and Follow-Through
- Must be self-directed and able to manage responsibilities without constant supervision or reminders.
- Once a task or responsibility is assigned, the expectation is that the employee will take ownership of it and see it through to completion.
- Must be able to organize workload, prioritize recurring responsibilities, monitor deadlines, and ensure that important tasks do not fall through the cracks.
- Employees are expected to ask questions and seek clarification whenever they are unsure of a process, instruction, or expected outcome. Asking questions is encouraged, particularly when learning a new responsibility or when clarification is needed to ensure a task is completed correctly.
- The ability to work independently does not mean working without support. The successful candidate should be comfortable seeking guidance when needed, while also taking responsibility for understanding the answer and applying it correctly going forward.
- Employees are expected to use good judgment: when something is unclear, unusual, or does not appear correct, they should ask rather than make assumptions.
- The position requires strong follow-through and the ability to proactively identify and address outstanding items rather than requiring repeated reminders
Communication and Phone Skills
- Must be comfortable communicating professionally by telephone with a wide range of people, including:
- Client HR departments regarding enrollment and billing information.
- Individuals regarding charges, payments, and account questions.
- Vendors regarding invoices, payments, and discrepancies.
- Banks and financial institutions regarding account and transaction questions.
- Must be able to explain billing or payment issues clearly and professionally.
- Must be comfortable asking questions, gathering information, and working with others to resolve discrepancies.
Ideal Candidate
The ideal candidate is an experienced accounting professional who is highly organized, detail-oriented, dependable, and comfortable working independently in a fast-paced environment. They take ownership of their responsibilities, follow through on assigned tasks, and understand the importance of accuracy when working with multiple companies, entities, and accounting systems. They are confident in their abilities but are not afraid to ask questions or seek clarification when they are unsure of something. We value employees who would rather ask questions and take the time to understand a task correctly than make assumptions that could result in an error. The successful candidate will use good judgment, communicate openly, take responsibility for their work, and proactively address issues rather than waiting to be reminded or directed.
Compensation & Benefits
- 90-Day Performance Review & Pay Increase: Eligible for a pay increase upon successful completion of the first 90 days.
- Annual Pay Increase: Guaranteed annual pay increase based on continued employment and satisfactory performance.
- Health Benefits: Eligible for 100% employer paid health benefits (Medical, Dental, & Vision) after 90 days.
Skills Assessment:
As part of the hiring process, candidates will be asked to complete an assessment designed to evaluate their knowledge and proficiency in the core functions and responsibilities of the position.
Pay: $19.00 - $20.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid sick time
- Paid time off
- Vision insurance
Work Location: In person
