Accounts Payable/Accounts Receivable (Ap/Ar) Analyst

Accounts Payable/Accounts Receivable Analyst- We offer a competitive benefits package!

The Company: GIA is the world's foremost authority in gemology. GIA is a global organization with headquarters located in Carlsbad, CA. GIA in Carlsbad boasts a 17-acre ocean view campus that accommodates approximately 800 of its 3,000 total employees worldwide. It offers many competitive health and commuter benefits that promote the well-being of its employees as well as that of the environment.

The Location: This position is located in Carlsbad, California at our corporate headquarters, offering a hybrid schedule.

What to expect:

• Work Hours: Monday through Friday regular business hours

• We offer a flexible hybrid schedule, with a few days in the office per week, (a minimum of 2 days per week is required)

• We offer competitive medical, dental, vision and matching 401-K plans

• Paid vacation, sick and holidays, tuition assistance, commuter benefits

Job Overview:

Compiles data, maintains records, and supports Accounts Payable (A/P) and Accounts Receivable (A/R) functions by performing the following duties:

Responsibilities:

• Ensures documentation of processes, risks, and internal controls including narratives, process flowcharts, risk and control matrices, and audit work papers are completed in accordance with professional and department standards.

• Performs audit program steps created to test key controls identified in the risk assessments and creates work papers to support testing.

• Incorporates and performs data analytics to support risk-based audits and results.

• Ensures audit objectives are met while gathering and documenting sufficient evidence to support audit conclusion.

• Communicates written audit results in a timely, comprehensive, and clear manner to the Director of Internal Audit.

• Performs research as requested on internal audit assignments that require tact, discretion and confidentiality; compiles results of research and submits conclusions to the Director of Internal Audit.

• Other duties and responsibilities as assigned or required.

TECHNICAL COMPETENCIES (Knowledge, Skills & Abilities):

Assists and supports Supervisors and/or Mangers of A/P and A/R with completion of month end accounting procedures.

• Covers positions for A/R and A/P staff as needed.

• Identifies technical problems and proposes resourceful solutions for implementation.

• Processes financial data and formulates analytical reports and reconciliations.

• Performs duties using guidance from defined procedures/guidelines; completes tasks through application of in-depth detailed technical and procedural knowledge.

• Utilizes excellent judgement to asses and implement appropriate action from defined procedures/ guidelines; seeks help from experienced staff and/or management for troubleshooting with non-routine issues.

• Understands GIA's reputation may be impacted if procedures aren't followed and mistakes are made.

• Coordinates and manages schedules for year-end audit as needed.

• Supports special projects and other duties as assigned.

Accounts Payable (A/P):

• Reviews general ledger coding on invoices and verifies Purchasing Order Number within Payable System (Workday).

• Reviews invoices for proper approval.

• Coordinates check runs and ensures that checks are mailed in a timely manner.

• Prints A/P reports and maintains files.

• Prepares analysis of vendor accounts and reconciles vendor statements as required.

• Ensures invoices to be paid are matched to purchase orders (P.O.) and/or requisitions and receiving reports.

• Tracks all open purchase orders for valid shipment and receiving dates.

• Enters invoices into Payable system (Workday).

• Processes vendor inquiries and performs follow-up, working closely with Purchasing Department.

• Analyzes vendor history and actively interacts with vendors to maintain an accurate payment history.

• Assists and supports with vendor set up within Payable System (Workday) and collection of tax documents.

• Supports tax year reporting for Forms 1099-MISC and 1042.

Accounts Receivable (A/R):

• Maintains account records of billing, collections, and refunds as outlined in department policies and procedures.

• Processes commercial invoices, international billing, Vocational Rehab Billings & Government Billing.

• Creates credit memos for customer and student accounts as applicable and as needed.

• Posts credit from cash, credit card, checks, wires, ACH and/or government agency sources.

• Liaisons with international offices concerning A/R issues.

• Reviews, reconciles, and prepares daily cash deposits.

• Reconciles, adjusts, refunds and creates invoices for student accounts in Jenzabar.

• Performs daily/monthly reconciliations for intercompany and intracompany/balancing of cash deposits to posted activity.

• Answers client inquires for payment processing as needed.

• Answers phone and responds to customer requests for information (mail copies of invoices, account information) as necessary.

• Supports tax year reporting for Form 1098-T Education Credit and reviews accounts along with data to ensure accuracy.

TECHNICAL COMPETENCIES (Knowledge, Skills & Abilities)

• Communicates, collaborates with coworkers and management effectively; professionally interfaces with customers and vendors successfully under pressure.

• Ability to work under minimum supervision.

• Strong attention to detail and ability to meet deadlines.

• Strong commitment to excellent customer service.

• Demonstrates basic understanding of accounting, posting, and reconciliation processes required.

• Proficiency in computer software, including MS Word, Excel and Outlook.

• Strong grammar, written and verbal communication skills. Ability to write simple correspondence.

• Proficiency in Workday, Salesforce, Jenzabar and other software or willingness to learn upon hire.

• Ability to read and comprehend simple instructions, short correspondence, and memos.

• Effectively presents information in one-on-one and small group scenarios to customers, clients, and other employees of the organization.

• Accurately calculates figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Applies concepts of basic algebra and geometry.

• Successfully applies common accounting principles to carry out instructions provided in writing, orally, or diagram form.

• Deals with problems involving several concrete variables in standardized situations.

• Displays and fosters supportive behavior; positively communicates department goals and objectives with others in order to achieve business objectives.

• Performs and prioritizes multiple tasks and meets critical deadlines while maintaining accuracy and quality.

Education and Experience:

• High School Diploma and 2+ year(s) related experience, or equivalent combination of education and experience.

• Associate's degree preferred.

PHYSICAL REQUIREMENTS / WORK ENVIRONMENT:

• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and reach with hands and arms.

• The employee frequently is required to talk or hear.

• The employee must occasionally lift and/or move up to 25 pounds.

• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.

Pay Range: $20.75 to $33.00 per hour.

Disclaimer: This job description indicates in general terms, the type and level of work performed as well as the typical responsibilities of employees in this classification and it may be changed by management at any time. Other duties may also apply. Nothing in this job description changes the at-will employment relationship existing between the Company and its employees.