AP and AR Clerk II

AP and AR Clerk II

Forward Advantage is a specialized healthcare software-as-a-service (SaaS) and technology solutions provider that has operated for over 30 years. They focus heavily on integrating, automating, and securing IT environments for hospitals and healthcare networks. Their core offerings include electronic health record (EHR) data integration, workflow automation tools, and secure identity and access management solutions.

Brief Role Summary

Reporting to the AP/AR Coordinator, the AP/AR Clerk II processes invoices, maintains vendor and customer accounts, coordinates order and renewal administration, and provides routine accounting support. This role requires an experienced accounting professional who can research discrepancies, maintain accurate records, manage routine deadlines independently, and provide professional customer service. The Clerk works with the Coordinator for guidance on exceptions and obtains required review before releasing assigned orders, renewals, and billing.

Essential

Functions

Reasonable Accommodations statement: to perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Including all-important aspects of the job -- whether performed daily, weekly, monthly, or annually; and any that occur at irregular intervals. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Accounts Payable (AP)

• Process vendor invoices and credits, verify accuracy and supporting documentation, and research discrepancies; refer billing, purchase order, pricing, and date exceptions to the AP/AR Coordinator for guidance and resolution.
• Reconcile vendor statements, research account differences, and maintain payment schedules.
• Review and approve invoices for payment within assigned authority and prepare payment reports for leadership approval.
• Apply appropriate accounting codes and amortization schedules, synchronize bills, and maintain supporting documentation.
• Handle routine vendor correspondence about orders, invoices, credits, and payments; follow up on outstanding items and refer complex issues and Imprivata revision requests to the AP/AR Coordinator.
• Create and maintain vendor purchase orders for new orders, add-on orders, and renewals using approved documentation; submit assigned IM1 purchase orders to the AP/AR Coordinator for review before release.
• Send vendor purchase orders after required Coordinator review and approvals, track fulfillment, and retain license and renewal documentation.

Accounts Receivable (AR)

• Generate and distribute customer invoices in accordance with approved billing terms and schedules after required AP/AR Coordinator review.
• Accurately process upfront, annual, and multi-year billing and prevent duplicate or premature invoicing.
• Confirm billing readiness and approvals, consolidate related charges when appropriate, and record invoices in the correct period.
• Process customer payments and credits, research billing and account discrepancies, and coordinate approved corrections with the AP/AR Coordinator.
• Monitor AR aging, follow up on overdue invoices, and coordinate collection escalations.
• Create and maintain customer sales orders for new orders, add-on orders, renewals, and ongoing commitments; submit assigned IM1 sales orders to the AP/AR Coordinator for review before release.
• Prepare renewal workbooks and customer quotations, obtain AP/AR Coordinator review before release, and track commitments and revisions.
• Update opportunities, service contracts, customer records, and tracking spreadsheets.
• Research historical transactions and billing exceptions, including mismatches between vendor invoices, purchase orders, and customer dates; refer exceptions to…