Position Summary 

This is a multi-role position to include the following:

The A/P Clerk performs a variety of accounting clerical tasks related to the maintenance/processing of payable account records/ invoices for Mid-lantic’s various clients and vendors. Performs payroll functions for the Manager to ensure employees are paid in an accurate and timely manner. 

The A/R Clerk performs a variety of accounting clerical tasks related to the maintenance and processing of receivable account records and invoices for the Mid-lantic’s various clients. 

The Human Resources Assistant is responsible for various Human Resources functions. This includes a variety of responsibilities such as: administrative functions, recruiting and onboarding, workers’ compensation, safety team planning, and benefits administration. 

A/P Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

1. Invoice Processing:
   • Receive and review vendor invoices for accuracy, completeness, and compliance with company policies.
   • Code and enter invoices into the accounting system with attention to proper account coding and cost centers.
   • Ensure timely and accurate processing of all invoices.
2. Payment Processing:
   • Schedule and process payments to vendors based on agreed-upon payment terms and discount opportunities.
   • Reconcile payment records to bank statements and resolve any discrepancies.
   • Communicate with vendors to address payment inquiries and discrepancies.
3. Vendor Management:
   • Maintain up-to-date vendor records, including contact information, payment terms, and W-9 forms.
   • Establish and foster positive relationships with vendors and address any issues or concerns promptly.
   • Conduct periodic vendor statement reconciliations.
4. Compliance and Documentation:
   • Ensure compliance with internal controls and financial policies in the accounts payable process.
   • Maintain organized and well-documented records for audit purposes.
   • Stay informed about changes in accounting standards and best practices related to accounts payable.

A/R Essential Duties and Responsibilities

1. Invoicing and Billing:
   • Generate and distribute accurate and timely invoices to customers, ensuring adherence to contract terms and billing schedules.
   • Verify that all relevant information, such as purchase orders and supporting documentation, is included in the invoicing process.
2. Payment Tracking:
   • Monitor customer accounts for timely payment and follow up on overdue accounts.
   • Utilize accounting software to track and record customer payments, applying them to the appropriate invoices.
   • Collaborate with the sales team to resolve payment discrepancies or disputes.
3. Cash Application:
   • Apply customer payments accurately and reconcile discrepancies between payments received and invoiced amounts.
   • Manage and reconcile daily bank deposits to ensure accurate recording of cash receipts.
   • Investigate and resolve unidentified or misapplied payments.
4. Customer Communication:
   • Respond to customer inquiries regarding invoices, account statements, and payment details.
   • Provide excellent customer service by addressing customer concerns, resolving issues, and ensuring customer satisfaction.
   • Work closely with the sales and customer service teams to address customer billing inquiries.
5. Credit Management:
   • Evaluate and establish credit terms for new customers in collaboration with the sales and finance teams.
   • Monitor customer credit limits and take appropriate actions to address credit risks, such as placing accounts on hold or adjusting credit terms.
6. Collections:
   • Initiate and execute collection efforts for overdue accounts, sending reminders and statements.
   • Collaborate with collection agencies or legal resources if necessary, following established collection procedures.
   • Maintain accurate and up-to-date records of collection efforts.
7. Aging Reports:
   • Generate and analyze accounts receivable aging reports to identify and address overdue accounts.
   • Provide regular reports to management on the status of accounts receivable and collection efforts.
8. Month-End Closing:
   • Assist in the month-end closing process by preparing accruals, reconciling accounts receivable sub-ledger to the general ledger, and generating relevant reports.
   • Collaborate with the accounting team to ensure accurate financial reporting.
9. Customer Relations:
   • Cultivate positive relationships with customers by addressing their inquiries professionally and efficiently.
   • Collaborate with sales and customer service teams to understand customer needs and preferences.

Human Resource Assistant Essential Duties and Responsibilities

1. Onboarding:
   • Facilitate the onboarding process for new employees, ensuring that required paperwork is completed accurately and timely.
   • Conduct orientation sessions to introduce new hires to company policies, procedures, and workplace culture.
2. Employee Records:
   • Maintain accurate and up-to-date employee records, including personnel files, benefits information, and performance evaluations.
   • Assist in the implementation and management of electronic HR systems to streamline record-keeping.
3. Benefits Administration:
   • Support benefits administration by assisting employees with benefit enrollment, changes, and inquiries.
   • Coordinate with external benefit providers to ensure accurate and timely processing of employee benefits.
4. HR Compliance:
   • Stay informed about changes in employment laws and regulations to ensure the company's compliance.
   • Assist in conducting audits and assessments to verify compliance with HR policies and procedures.
5. Employee Relations:
   • Act as a liaison between employees and management, helping to address concerns and facilitate positive employee relations.
   • Contribute to the development and implementation of employee engagement initiatives.

OFFICE Assistant Essential Duties and Responsibilities

1. General Administrative Support:
   • Provide administrative support to various departments, including data entry, filing, and managing office supplies.
   • Handle incoming calls, emails, and correspondence, directing inquiries to the appropriate departments.
2. Communication Handling:
   • Manage and route incoming communication to the appropriate personnel.
   • Prepare and distribute internal and external communications, as needed.
3. Facilities Management:
   • Assist in maintaining a clean and organized office space, liaising with building management for maintenance needs.
   • Coordinate office equipment repairs and replacements.
4. Document Management:
   • Maintain and organize physical and digital files, ensuring proper record-keeping.
   • Assist in the creation and formatting of documents, presentations, and reports.
5. Adaptability:
   • Demonstrate flexibility to take on additional tasks and responsibilities as needed to support the smooth functioning of the office.

Minimum Qualifications (Knowledge, Skills, and Abilities)

• General understanding of accounting practices and principles
• Experience with automated accounting programs and systems
• Working knowledge of the Microsoft Office (e.g., Word, Excel, Outlook)
• Excellent computer skills using 10-Key by touch and ability to type 40 WPM
• Must possess proficient ability to communicate in English in oral and written format
• Ability to apply discretion and trust with confidential material
• Ability to maintain a high level of accuracy in preparing and entering financial data
• Ability to effectively apply analytical and problem solving skills
• Excellent time managing skills with the ability to multi-task, prioritize, and meet deadlines