AR/Administrative Specialist

Job Title: AR/Administrative Specialist

Department: Office

FLSA Classification: Non-Exempt

Reports to: Controller


This role entails all aspects of Account Receivable and various accounting and administrative tasks. The work is entirely done in a paperless environment, using multiple software platforms in addition to the ERP system. The ideal candidate would embody our core values, take ownership of their work, exhibit leadership in their role, and work cooperatively with others in the organization. The position offers growth opportunities in accounting and administrative tasks.



The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.

  • Addressing and distributing emails in multiple inboxes
  • Process and distribute AR Invoices and AR credit memos daily
  • Assist with timely month-end close by communicating progress on AR postings
  • Post daily incoming electronic and check payments
  • Reconcile daily bank activity and ERP postings
  • Monitor payment collection platforms (STRIPE & WAVE) –  Investigate irregularities and resolve issues
  • Monitor Open deliveries –  Investigate irregularities and resolve issues
  • Maintain AR Aging and make regular collection emails/calls for past-due invoices
  • Distribute customer statements. Provide an update on Account Receivable status
  • Process customers’ credit application: acquire references timely and communicate results to Controller
  • Set up Customer in ERP system and sales tax software
  • Update and maintain resale certificates for customers. Upload relevant compliance documents to accounting systems
  • Upload sales transactions monthly to sales tax processing software and facilitate monthly processing of sales and use tax returns. Reconcile transactions between the ERP system and Sales Tax processing software
  • Establish and maintain relationships with customers’ AP departments, sales team, managers, payroll processor, retirement plan record keepers, and various business partners
  • Provide administrative support relating to HR communication and general accounting needs
  • Assist with company communication including quarterly newsletter
  • Facilitate the processing of bi-weekly payroll, final checks, and various bonus payrolls
  • Keep track and verify that expected changes to payroll occur properly including 401k deduction, wage increase, and new hire set up
  • Assist Assistant Controller and Controller with ad hoc projects and participate in process improvement
  • At the direction of management back up AP Specialist during time off, specific projects, or as needed
  • Check figures, postings, and documents for correct entry, mathematical accuracy, and proper codes in accounting software
  • Comply with federal, state, and company policies, procedures, and regulations


COMPETENCIES; Knowledge of, Skills, and Abilities.

  • Accounting principles and practices, banking, cash disbursement, and collection cycles
  • Attention to detail and keen discernment
  • Maintain confidentiality and use discretion
  • Excel & ERP system skills and knowledge
  • Administrative and clerical procedures and systems such as word processing, managing files, and records
  • Efficient communicator – grasping instruction quickly both verbally and in writing and asking for clarification as needed
  • Using logic and reasoning to identify the strengths and weaknesses of solutions, conclusions, or approaches to problems
  • Excellent organizer and planner
  • Manage ad hoc project while staying mindful of ongoing priorities
  • Analyze processes and look for ways to improve them regularly



  • AA degree in Accounting or Business Management related field preferred
  • One-year experience in accounting position (in Manufacturing business preferred)
  • Experience with SAP Business One and Avalara Software preferred



Much of the work consists of conveying information verbally and in writing and working on a computer while sitting or standing for extended periods. While performing the duties of this job the employee is required to sit, stand, and walk; use a finger, handle, or feel objects; reach with hands; talk and hear; climb or balance; stoop, kneel, crouch, and crawl. The employee occasionally may need to transport himself or herself to another office location in mild to inclement weather. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.


  • Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time
  • The employee is expected to adhere to all company policies