AP/AR Specialist (50464)

US&S, Inc.•Greenville, SC

21h•$20 - $25•Onsite

About The Position

The AP/AR Specialist is responsible for the accurate and timely processing of all vendor invoices and client billing, maintaining financial records, and supporting the overall accounting function to ensure smooth cash flow and financial reporting; contributing to the team effort for accomplishing related results as needed; maintaining financial security by following internal accounting controls; and performing other duties as assigned. Reports directly to the Accounting Manager

Requirements

Associate degree in accounting or formal training beyond high school diploma or equivalent
Minimum of 3 to 4 years of accounting or auditing experience
Knowledge of generally accepted accounting principles
Strong regard for organizing and prioritizing, as well as the ability to meet deadlines
Strong general ledger and journal entry preparation skills
Advanced Excel software skills
Knowledge of Basic Accounting Principles: Knowledgeable of accounts payable, accounts receivable, payroll and the process of maintaining general ledgers.
Attention to Detail: Follows detailed procedures and ensures accuracy in documentation and data; carefully monitors processes, concentrates on routine work details, organizes, and maintains a system of records.
Organizational Skills: Able to manage multiple projects; able to determine project urgency in a practical way; uses goals to guide actions; creates detailed action plans; organizes and schedules tasks efficiently.
Quantitative & Qualitative analysis: Able to collect data/information, organize it, and apply relevant quantitative and qualitative techniques, develop alternatives, and recommend and support a solution.
Customer Service Orientation: Demonstrates concern for satisfying US&S’s external and / or internal customers. Responds appropriately to inquiries. Informs internal and external customers that he/ she is willing to work with them so that their needs are met. Presents a cheerful, positive manner with clients. Maintains and communicates a positive “can do” attitude.

Nice To Haves

Bachelor’s Degree with concentration in Accounting
Experience with government accounting standards

Responsibilities

Accounts Payable Review all invoices for appropriate documentation and approval prior to payment
Collect, review, and process all credit / vendor card expense reports for payment ensuring the timely receipt expense reports with escalation to Accounting Manager for delayed submissions
Reconcile credit / vendor card accounts monthly
Schedule and process payment runs (checks, EFT, and ACH)
Print and issue checks (or initiate ACH payments) securely and accurately
Maintain documentation of payment activities and secure check stock.
Ensure payments are issued accurately and on time to maintain good vendor relationships.
Apply vendor payments (EFT, ACH) within the accounting system
Reconcile vendor statements and research all discrepancies
Respond to vendor inquiries and resolve payment issues professionally
Maintain all accounts payable, reports, spreadsheets, and accounts payable files
Maintain accurate coding to the general ledger for all cost components to vendor invoices
Manage purchase order processing, receiving, and posting in accounting system
Support vendor management by ensuring that vendor information is current and up to date for vendor type, contact information, and remittance/shipping addresses
Request, collect and maintain W-9’s to ensure compliance with 1099 reporting requirements
Request, collect and maintain COIs and ensure records are compliant and up to date for subcontracted vendor.
Monitor, maintain and update vendor information, including COIs and W-9’s
Track expenses, process expense reports and prepare analysis of accounts
Scan, copy, mail, and file all invoices and payments
Oversee business license, registration, and tax process for jurisdictions in which the company operates
Reconcile A/P subsidiary ledger to General Ledger monthly Accounts Receivable
Generate accurate customer invoices based on contracts, sales, or service records. (i.e. sales orders, delivery tickets, or blanket agreements)
Make any adjustments to invoice based on instructions received from Operations
Ensure accurate coding of documents to the general ledger for all revenue for project analysis
Distribute invoices promptly to customers/clients via email or designated customer ERP portal
Performs monthly analysis and reconciliation of key general ledger and subsidiary accounts
Monitor aging reports by preparing the weekly A/R 60-90 Day Report for delinquent accounts – noting actions taken to bring the account current following the chain of escalation: Past due balances over 60 days are escalated to Accounting Manager and those over 90 days are escalated to Controller
Collect and resolve outstanding balances on accounts via regular client communication and correspondence
Update Accounts Receivable leger by posting cash receipts (checks, ACH, credit card) to applicable accounts in timely manner
Verify the validity of account discrepancies by obtaining and investigating information from sales and operations
Reconcile cash accounts to bank statements monthly
File Deposit Detail Report along with check, check stubs, and/or electronic transmittals
Reconcile A/R subsidiary ledger to General Ledger monthly
Provides teamwork and excellent customer service to all internal and external stakeholders Sales & Use Tax Support:
Assist with monthly, quarterly, and annual sales and use tax compliance activities
Review AP invoices to ensure appropriate sales or use tax application
Track taxable and non-taxable transactions and maintain supporting schedules
Prepare sales tax filings with required documentation for review by Accounting Manager or Controller before submission within the deadline of that jurisdiction
Maintain organized sales tax records for audit and regulatory review
Coordinate Operations to obtain required tax-related documentation
Escalate potential compliance concerns or discrepancies to management Weekly Reporting, Status & Non-Compliance:
Prepare and submit a weekly status report to the Accounting Manager and Controller summarizing:
Outstanding or unresolved AP items
Vendors missing required documentation (W-9s, COIs)
AR accounts past due or approaching escalation thresholds
Sales tax issues or upcoming filing deadlines
Clearly document actions taken, items requiring follow-up, and recommended next steps
Escalate high-risk or time-sensitive issues immediately rather than waiting for scheduled reporting Administrative, Operational & Compliance Support
Business License Management Track renewal dates for all company business licenses, permits, and registrations
Complete renewal applications, coordinate required documentation, and process renewal payments
Maintain organized digital and physical records for audit and compliance purposes
Facilitation of Bi-Weekly Cross-Department Meetings Coordinate and facilitate bi-weekly meetings between the Accounting and Operations departments
Prepare agendas, gather needed documentation, and track follow-up action items
Ensure communication flows effectively between teams and that issues are escalated or resolved promptly
Fleet Management Administrative Support Monitor fleet-related expenses and coding them appropriately (i.e. fuel, lease, maintenance, and tracking device allocations through EFM, WEX and Quartix)
Request updates on auto insurance policy with insurance broker representative(s) to add or remove vehicles
Distribute auto IDs for new vehicles and during policy renewal for all current vehicles Internal Coordination & Communication:
Communicate with co-workers, management, clients, and others in a courteous and professional manner
Work closely with operations and management to confirm information, resolve issues, and support workflow efficiency
Communicate clearly with and respond promptly to internal and external partners.
Support cross-department initiatives as assigned