Accountants Payable/Receivable

RESPONSIBILITIES / ACCOUNTABILITIES

  • Matching of Accounts Payable invoices to delivery receipts and purchase order for allocated ledger.
  • Checking invoice compliance, price, quality, location, account coding and appropriate authorization.
  • Coding of invoices for payment with regards to general ledger account number and vendor numbers.
  • Organizing invoices to be authorized for payment.
  • Processing of Account Payable invoices.
  • Determining if invoice is taxable or non- taxable and accruing tax if necessary to remit to proper state according to MD and NC State tax code.
  • Preparation of accrual listing.
  • Reconciliation of creditors statements.
  • Compilation of remittance matching of invoices for approval of payments.
  • American Express processing including review of general ledger account coding and expenditure for verification.
  • Processing of personal expense claim forms including review of general ledger coding and expenditure for verification.
  • Filing of processed Accounts Payable invoices and associated documents.
  • Creation of creditor payments by EFT or checks
  • Attend to general inquires and/or liaise with internal and external parties on all matters relating to payment of invoices answering all inquires in a timely and professional manner
  • Reconcile Accounts Payable balance sheet accounts monthly
  • Complete new vendor paperwork, set up in MAS90 and collect W-9 forms.
  • Prepare and mail 1099s at year end per IRS standards
  • Set up Sales Orders in MAS 100 and job costing.
  • Prepare Sales Order invoices in MAS 100, sending emails to customers and filing in job book the paperwork.
  • Prepare account receivable invoices in excel for customers not in sales order in MAS100, sending emails to customers and filing in Job book the paperwork.
  • Prepare time and material invoices in excel for customers monthly to be keyed in MAS 100, sending emails to customer and filing in job book the paperwork.
  • Record all accounts receivable invoices in excel spreadsheet.
  • Distribute and file all account receivable invoices according to procedures established for each customer according to contracts
  • Input Customer invoices in Ariba system timely.
  • Assist with yearend audits as needed
  • Back up front desk as needed
  • Other duties as directed by the Controller

AUTHORITY

  • To communicate directly with both internal and external vendors.
  • To communicate directly with fellow employees
  • Authority limits are specified in the RailPlan Personnel and Finance Policy and Procedures Manuals.

ESSENTIAL REQUIREMENTS
  • Previous accounts administration experience.
  • Ability to work to a strict operation timetable
  • Ability to develop, nurture, and maintain sound relationships with supplier
  • Superior written and oral communication skills with all levels of staff and external personnel.
  • Proven ability to work unsupervised, be hands on team player, able to foster and maintain good working relationships, and display problem solving abilities, integrity, flexibility, and resourcefulness.
  • Ability to organize and prioritize tasks, be proactive and professional in manner with a high degree of initiative, demonstrate interpersonal skills, and perform/contribute within a team environment

DESIRABLE REQUIREMENTS

  • Previous Accounts Payable and Accounts Receivable experience, preferably in a manufacturing or long term contracting industry.
  • Experience with Microsoft Office (especially Excel, Word and Outlook).
  • Experience with Sage accounting Software MAS100 a plus.
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