AP / AR Analyst

Gemological Institute Of America Inc. Carlsbad , CA 92008

Posted 2 months ago


Compile and maintain accounts payable records by performing the following duties under section AP.

Support the Accounts Receivable (A/R) function of Accounting Department, by performing the following duties under section AR.


General Tasks:

  • Assist and Support Supervisor, Accounts Payable or Accounts Receivable and Manager, Accounts Payable and Accounts Receivable with month end close procedures.

  • Assist and support with special projects, as needed.

  • Cover positions for A/R and A/P staff as needed

  • Identify technical problems and propose resourceful solutions.

  • Process financial data and formulate analytical reports and reconciliations.

  • Perform job with guidance from defined procedures/guidelines to perform job; complete tasks through application of in-depth detailed technical and procedural knowledge

  • Use judgement to select appropriate action from defined procedures/ guidelines; seek help from experienced staff and/or management for troubleshooting non-routine issues

  • Understand that GIA reputation may be impacted if procedures aren't followed and mistakes are made

  • Manage schedules for year-end audit, as needed.

  • Other duties as assigned.

Accounts Payable (AP):

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

  • Review invoices for proper approval.

  • Coordinate check runs and ensure that the checks are mailed in a timely manner.

  • Print accounts payable reports and maintain accounts payable files.

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

  • Ensure invoices to be paid are matched to purchase orders (P.O.) and/or requisition and receiving report.

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

  • Enter invoices into Workday Accounts Payable system.

  • Process vendor inquiries and perform follow-up, working closely with Purchasing Department.

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

  • Assist and support with vendor set up within Workday Payable System and collection of tax documents.

  • Support tax year reporting for 1099 Misc and 1042 tax reporting.

Accounts Receivable (AR):

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

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

  • Create credit memo for customer and student accounts as applicable and as needed.

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

  • Liaison with international offices concerning AR issues.

  • Review, reconcile, and prepare daily cash deposits.

  • Reconcile, adjust, refund and create invoices for student's accounts in Jenzabar.

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

  • Answer clients inquires and payment processing as needed.

  • Answer phone and responds to customers' request for information (mail copies of invoices, account information) as necessary.

  • Support tax year reporting for 1098 T Education Credit form and review of accounts along with data

TECHNICAL COMPETENCIES (Knowledge, Skills & Abilities)

  • Communicates effectively, gets along with coworkers and management, and deals with others effectively and professionally under pressure.

  • Ability to work under minimum supervision.

  • Strong attention to detail and ability to meet deadlines.

  • Strong commitment to excellent customer services.

  • 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.

  • 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.

  • Ability to write simple correspondence.

  • Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

  • Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.

  • Ability to apply concepts of basic algebra and geometry.

  • Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.

  • Ability to deal with problems involving several concrete variables in standardized situations.

  • Ability to display supportive behavior and communicate positively regarding department goals and objectives.

  • Ability to perform and prioritize multiple tasks and meet critical deadlines while maintaining accuracy and quality.


  • Associate's degree in Accounting or equivalent combination of education and experience.

  • Three years of progressively responsible related experience.


  • 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.

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.

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AP / AR Analyst

Gemological Institute Of America Inc.