Accounts Payable/accounts Receivable

4 weeks ago

Carlsbad, United States Gemological Institute of America Full time

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.
- 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 (Knowledg

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