AP & GL Specialist

The AP & GL Specialist supports the day-to-day accounting operations of Federate and its clients by managing accounts payable, maintaining general ledger records, supporting financial reporting, and assisting with month-end close, budgeting, compliance, and continuous process improvement.

Accounts Payable

• Manage the full accounts payable lifecycle, including invoice receipt, review, coding, approval verification, payment processing, and vendor record maintenance.
• Process employee expense reports and corporate credit card transactions in accordance with Federate and client policies.
• Prepare and execute vendor payments via check, ACH, and wire transfer while balancing timely payment of obligations with effective cash management.
• Maintain accurate vendor accounts through timely reconciliations, aging reviews, credit application, and resolution of invoice and payment discrepancies.
• Perform month-end accounts payable close activities, including accruals, reconciliations, and reconciliation of the accounts payable subledger to the general ledger.
• Prepare annual Form 1099 reporting and maintain compliance with applicable tax reporting requirements.
• Generate recurring and ad hoc accounts payable reports for Finance leadership and client reporting needs.
• Maintain accurate accounting system data and organized accounts payable records in accordance with record retention requirements.
• Respond promptly and professionally to vendor inquiries while fostering positive vendor relationships.
• Ensure accounts payable activities comply with GAAP, Federate policies, client requirements, internal controls, and applicable regulatory standards while recommending process improvements that enhance efficiency and accuracy.

General Ledger & Month-End Close

• Maintain the general ledger by accurately recording financial transactions, preparing journal entries, and supporting month-end and year-end close activities.
• Perform bank, balance sheet, and subledger reconciliations, researching and resolving discrepancies to ensure accurate financial records.
• Support the maintenance of accounting system data, including chart of accounts, vendor records, account setup, and other accounting system updates.
• Research routine accounting questions, resolve transaction issues, and escalate complex accounting matters as appropriate.
• Support the integrity and accuracy of accounting records by maintaining required supporting documentation and identifying opportunities to improve accounting processes and operational efficiency.

Financial Reporting & Compliance

• Assist in preparing recurring and ad hoc financial reports, reconciliations, and supporting schedules that ensure accurate and timely management reporting.
• Support budgeting, forecasting, and cash flow planning by compiling financial data, preparing supporting analyses, and assisting with budget-to-actual and variance reporting.
• Assist with internal and external audits, tax preparation, and regulatory reporting by providing accurate financial records and requested documentation.
• Ensure accounting activities comply with GAAP, Federate policies, client requirements, and established internal controls while helping maintain accounting procedures and process documentation.
• Identify opportunities to strengthen internal controls, improve financial reporting processes, and support approved workflow and operational improvements.

Budgeting & Forecasting Support

• Support the Chief Operating Officer and client leadership in the preparation of annual budgets and periodic financial forecasts.
• Compile and organize historical financial data, supporting schedules, and other information required for budgeting, forecasting, and financial planning activities.
• Prepare and maintain financial worksheets, schedules, and data used to develop budget and forecast assumptions.
• Assist with preparing and maintaining cash flow projections to support effective cash management and operational planning.
• Monitor actual financial results against budget by preparing supporting data, reconciliations, and variance reports for Finance leadership review.
• Assist in updating budget and forecast information by ensuring underlying financial data is accurate, complete, and timely.
• Collaborate with the Finance Department to improve budgeting and forecasting processes, reporting accuracy, and operational efficiency through continuous process improvement initiatives.

Internal Controls & Compliance

• Ensure all accounting operations comply with GAAP, Federate policies, client requirements, and applicable legal and regulatory standards.
• Support the implementation, execution, and ongoing maintenance of internal controls over financial reporting, particularly within the accounts payable and general ledger functions, to safeguard client assets and reduce the risk of error or fraud.
• Assist with internal and external audits by organizing supporting documentation, responding to auditor requests, and supporting tax preparers by providing accurate financial records and requested documentation.
• Monitor accounting processes and reporting controls to help ensure they remain effective, accurate, and compliant, identifying opportunities to strengthen internal controls and improve operational efficiency.
• Develop, maintain, and update accounting procedures, workflow documentation, and process guides to promote consistency, support internal controls, facilitate cross-training, and ensure continuity of accounting operations.
• Identify opportunities to improve accounting processes, increase operational efficiency, and support the implementation of approved process improvements while maintaining compliance with Federate and client requirements.
• Maintain organized accounting records and supporting documentation to facilitate internal reviews, external audits, tax preparation, and regulatory compliance activities.

Cross-Functional Support

• Provide backup support for the accounts receivable, including cash application, payment posting, aging reports, reconciliations, collection support, and month-end activities.
• Cross-train across Finance functions and collaborate with team members to ensure continuity of operations during peak workloads, absences, and changing business needs.
• Participate in accounting system enhancements, process improvement initiatives, documentation updates, testing, and special projects that support the continued growth and scalability of Federate’s Finance Department.

Responsibilities may be added, modified, or changed at management discretion.