AP and AR Clerk II

Overview

This role reports to the AP/AR Coordinator and provides routine accounting support across Accounts Payable (AP) and Accounts Receivable (AR). Responsibilities include processing invoices, maintaining vendor and customer accounts, coordinating order and renewal administration, researching discrepancies, maintaining accurate records, meeting routine deadlines independently, and providing professional customer service. Guidance is provided for exceptions; required reviews are obtained before releasing assigned orders, renewals, and billing.

Responsibilities

Accounts Payable (AP)

• Process vendor invoices and credits, verify accuracy and supporting documentation, and research discrepancies; refer billing, purchase order, pricing, and date exceptions to the AP/AR Coordinator for guidance and resolution.
• Reconcile vendor statements, research account differences, and maintain payment schedules.
• Review and approve invoices for payment within assigned authority and prepare payment reports for leadership approval.
• Apply appropriate accounting codes and amortization schedules; synchronize bills and maintain supporting documentation.
• Handle routine vendor correspondence related to orders, invoices, credits, and payments; follow up on outstanding items and refer complex issues and Imprivata revision requests to the AP/AR Coordinator.
• Create and maintain vendor purchase orders for new orders, add-on orders, and renewals using approved documentation; submit assigned IM1 purchase orders to the AP/AR Coordinator for review before release.
• Send vendor purchase orders after required Coordinator review and approvals, track fulfillment, and retain license and renewal documentation.

Accounts Receivable (AR)

• Generate and distribute customer invoices in accordance with approved billing terms and schedules after required AP/AR Coordinator review.
• Accurately process upfront, annual, and multi-year billing while preventing duplicate or premature invoicing.
• Confirm billing readiness and approvals, consolidate related charges when appropriate, and record invoices in the correct period.
• Process customer payments and credits, research billing and account discrepancies, and coordinate approved corrections with the AP/AR Coordinator.
• Monitor AR aging, follow up on overdue invoices, and coordinate collection escalations.
• Create and maintain customer sales orders for new orders, add-on orders, renewals, and ongoing commitments; submit assigned IM1 sales orders to the AP/AR Coordinator for review before release.
• Prepare renewal workbooks and customer quotations, obtain AP/AR Coordinator review before release, and track commitments and revisions.
• Update opportunities, service contracts, customer records, and tracking spreadsheets.
• Research historical transactions and billing exceptions, including mismatches between vendor invoices, purchase orders, and customer dates; refer exceptions to the AP/AR Coordinator and complete approved corrections.

General

• Prepare and distribute credit card templates, follow up on required support, and enter assigned credit card activity.
• Prepare and post routine journal entries for month-end close using approved templates.
• Enter manual ACH and other bank transactions and support bank reconciliation.
• Prepare monthly Salesforce closed-won reports and assist with month-end and year-end tasks.
• Maintain organized records and supporting documentation; communicate unresolved items and questions to the AP/AR Coordinator.
• Handle routine customer billing and order questions; refer complex questions and requests requiring vendor revisions to the AP/AR Coordinator.
• Participate in performance reviews, maintain assigned goals in PerformYard, and work with the AP/AR Coordinator to track progress and address development needs.
• Provide administrative and phone backup support as scheduled.
• Support brand-related promises and perform other duties as assigned.

Requirements

Required Knowledge, Skills, and Experience

• Minimum of four years of experience in AP, AR, or related accounting roles.
• Strong understanding of AP, AR, basic general ledger accounting, and month-end procedures.
• Experience with account reconciliation, discrepancy resolution, billing, and payments.
• Proficiency with accounting software and intermediate Microsoft Excel skills.
• Proficiency with Microsoft Office and shared electronic files.
• Strong organization, documentation, and attention to detail.
• Professional communication and customer service skills.
• Ability to manage deadlines, work independently, and resolve problems.
• Integrity, professionalism, confidentiality, and commitment to continued learning.
• Experience with NetSuite, Salesforce, Cashflow360/Bill.com, or QuickBooks.

Preferred Qualifications

• Experience with subscription billing, renewals, or technology reseller operations.
• Associate degree in accounting or finance, or equivalent experience.

What You Bring

• Able to maintain the highest level of confidentiality and discretion.
• Able to learn what products do and how they work.
• Friendly and easygoing personality.
• Works well in a team environment.
• Detail oriented with strong documentation skills.
• Strong communication and people skills.
• Responsible; takes initiative to solve problems without prescribed solutions.
• Works independently.

Compensation & Benefits

• Hourly Compensation: $23.95 to $26.35 USD/hour, depending on experience, skillset, education, etc.

Location

• Remote position — required to have a dedicated work area that provides information privacy.