Accounts & Administrative Support Specialist (Part-Time)

The Accounts and Administrative Support Specialist is responsible for providing essential support within the accounts payable (AP) and accounts receivable (AR) functions, assisting with payroll and tax document processing, and ensuring the efficient handling of company documents. This position will work closely with finance, payroll, and banking teams to maintain accurate records, manage invoices, and support various financial operations.

This is an office-based, part-time role, requiring strong attention to detail and the ability to handle sensitive financial information discreetly and accurately. The exact hours and schedule can be somewhat flexible, but you can expect to be onsite at our Downers Grove, IL headquarters 4-5 days per week.

What You’ll Do
Financial Document Management:
• Deposit incoming checks promptly and accurately.
• Correct and verify addresses for accounts payable and accounts receivable records.
• Sort, distribute, and manage mail for operating companies (invoices, checks, etc.)
 

Accounts Payable (AP) and Accounts Receivable (AR) Support:
• Distribute accounts payable invoices for processing and ensure timely handling.
• Request and update accounts receivable information as needed to maintain current records.
• Request updates on accounts payable statuses and ensure necessary adjustments are made.
• Print, record, and mail accounts receivable invoices as per established schedules.

Past Due Accounts and Statements:
• Monitor and manage past due accounts, following up with appropriate parties to facilitate payment.
• Ensure timely distribution of statements to maintain transparent financial records.

Banking and Legal Documentation:
• Prepare Letters of Credit packets for banking purposes.
• Complete and notarize lien waivers as required, ensuring accuracy and compliance with legal standards.

Operational Support:
• Print checks for operating companies, ensuring accuracy and timely distribution.
• Assist in additional administrative tasks and document handling to support efficient operations within the finance and accounting departments.

What You’ll Bring
• Proven experience in accounts payable/ receivable and/or related finance support roles.
• Proficiency in Microsoft Office Suite, particularly Excel, and familiarity with accounting software.
• Strong organizational and multitasking abilities, with a very strong attention to detail.
• Basic understanding of financial documentation, legal forms (e.g., lien waivers) and banking protocols.
• Notary certification or willingness to obtain certification preferred.

About Dover Business Services
Dover Business Services is an independent business unit that empowers OpCo growth by providing best-in-class operations expertise and services to increase capacity, improve control and reduce costs. In the future we will also provide analytics, strategic services and leverage advanced technologies. This enables OpCos to focus on customer business activity and growth strategies. DBS supports Dover’s Operating Companies through the processing of select financial and transactional processes and provides HR and IT support. DBS operates shared service centers in China, North America, the Philippines and Scotland.

Statement of Non-Inclusivity
This job description is not to be construed as a complete listing of the duties and responsibilities that may be given to any employee.  The duties and responsibilities outlined in this position may be added to or changed when deemed appropriate and necessary by the person who is managerially responsible for this position.

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Work Arrangement: Onsite  

Salary Range: -

We consider several job-related, non-discriminatory factors when determining the pay rate for a position, including, but not limited to, the position’s responsibilities, a candidate’s work experience, a candidate’s education/training, the position’s location, and the key skills needed for the position. Pay is one of the Total Rewards that we provide to compensate and recognize employees for their work.

All qualified applicants will receive consideration for employment without discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, age, genetic information, or any other factors prohibited by law.

Job Function: Administrative