AP/AR Associate

The AP/AR Associate is a member of the Finance Department and whose primary responsibility is to prepare, process and submit, A/P, and A/R pertaining to all Anova activities, including but not limited to clinical research cycle invoices, and non-cycle specific research invoices for all clinical trial sites and/or Ancillary Service Providers, ensuring accurate and timely processing of transactions. This role will play a critical part in maintaining financial accuracy, supporting month-end closing activities, and contributing to the overall financial health of the organization.

Responsibilities

Accounts Payable

·               Process and review vendor invoices, ensuring accuracy, proper coding, and authorization.

·               Verify and reconcile invoices to purchase orders and delivery receipts.

·               Prepare and process electronic transfers, ACH, and check payments to vendors.

·               Maintain AP records, ensuring accurate entry into the accounting system.

·               Respond to vendor inquiries regarding invoice status and payment schedules.

Accounts Receivable

·                Generate and send out customer invoices based on sales orders and contracts.

·               Track and follow up on overdue payments, including sending payment reminders and contacting customers.

·               Apply incoming payments accurately and timely in the accounting system.

·               Reconcile AR accounts and resolve payment discrepancies.

·               Maintain up-to-date records of all outstanding customer balances.

·               Prepare aging reports and assist in managing credit limits for customers.

Research Billing

·               Assist in resolving discrepancies related to invoices, payments, and accounts.

·               Maintain sponsor Clinical Trial Agreements (CTA), research billing grids and other documentation related to research billing.

·               Prepare, process and submit research cycle invoices and non-cycle related research invoices on a monthly basis.

·               Maintain & update research billing files.

·               Maintain the Anova Ancillary Service Provider (ASP) Fee Schedule and ensure that negotiated rates are applied and inputted into the accounting system for payment.

·               Post ASP invoices to the Anova accounting system and individual site reports. When appropriate, apply ASP costs to the study, site or Anova as appropriate.

·               Manage problem resolution of billing errors when applicable.

·               Post all sponsor research payments to accounting system.

General Accounting and Reporting

·               Support month-end and year-end closing processes, including AP/AR reconciliations.

·               Assist in maintaining financial records and documentation for audit purposes.

·               Participate in internal and external audits by providing necessary documentation.

·               Provide support in other accounting functions as needed, including data entry, account reconciliation, and financial reporting.

·               Other duties as assigned.

Qualifications and Experience

·               1-3years experience in accounts payable, accounts receivable, or general accounting required.

·               Advanced Microsoft software experience required including Outlook, Word, and Excel.

·               Experience and understanding of accounting systems such as QuickBooks; experience in processing bills.

·               Ability to multi-task and work well under deadlines.

·               Works independently and must be detail oriented.

Strong oral and written communications skills.