AR​/AP Specialist

About First Star Safety:

First Star Safety is a woman-owned business, founded in 2006 and fulfills the construction, traffic and other safety related needs of the Tri‑State area and beyond.

First Star Safety, LLC strives to provide our clients with the highest quality products, delivered with superior service, all at a fair and competitive price. You’ll see examples of First Star Safety’s work in virtually every corner of our community. Our equipment can be found on roadways, highways, bridges, construction sites, and events like the Flying Pig Marathon, NASCAR races and other events at the Kentucky Speedway, FC Cincinnati, local community festivals, farmers markets and fairs.

From rooftops to roadways, First Star Safety is everywhere, working to keep you safe. When you think of orange barrels and cones, think of First Star Safety for these products and so much more.

The AR/AP Specialist is a crucial member of the First Star Safety team, providing comprehensive administrative support to ensure seamless office operations. This role is key to facilitating effective communication, managing client and vendor information, and supporting the organization’s financial operations through diligent invoicing and record‑keeping. This will be achieved by:

• Serve as a model of efficiency, confidentiality, and professionalism within the office environment.
• Contribute positively to our team by fostering an atmosphere of cooperation and respect.
• Continuously seek ways to improve processes and enhance the overall operation of the business.

This role is designed for a proactive and organized individual who thrives in a dynamic environment and is eager to contribute to the success of First Star Safety and will serve as the "right‑hand" to our Controller.

• 75% AR/AP
• 25% General Office management
• Document Management:
  Efficiently maintain customer files and databases, ensuring documentation is organized and accessible. Handle the photocopying and printing of various documents as required.

• Inventory and Supplies Management:
  Keep track of office supplies, placing orders as needed to ensure the office is well‑stocked and functional.

• Financial Support:
  Generate invoices, manage accounts payable and receivables, including making collection calls if necessary, and maintain accurate financial records.

• Assist office staff in maintaining files and database.

• Assistance with sales tax & any compliance reporting.

• Assist in general project and organizational related administrative needs.

• Organizing insurance information for contracts, fleet and equipment.

• Maintain records of fleets registration, maintenance, insurance.

• Assist with planning organizational related events.

• Perform other duties as assigned to ensure the efficient and effective functioning of project.

• Experience with invoicing and financial data entry.
• Experience working with Unions and understanding Union Fringes.
• Experience with Deltek/Computer Ease is required.
• Proven verbal and written communication ability.
• Strong organizational skills with an attention to detail and accuracy.
• Ability to manage time effectively and adapt to changing priorities.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel).
• Demonstrated capability to work independently with minimal supervision.
• Ten‑key proficiency and the ability to type 65+ WPM.
• Notary certification is a plus.
• A high school diploma or GED equivalent, with a preference for candidates who have additional education or experience in business administration.

• Effective communication skills:
  The ability to convey information effectively, listen actively, and facilitate open dialogue among team members, stakeholders, and clients.
• Time Management:
  Prioritizing tasks, allocating time effectively, and meeting deadlines consistently.
• Problem Solving:
  Analyzing issues, thinking critically, and devising effective solutions under pressure.
• Teamwork and
  
  Collaboration:
  
  Working harmoniously with others, valuing input, and fostering a collaborative environment.

• Possess all auditory, speaking and communicating capabilities.
• Physical requirements:
  
  sitting, standing, walking, bending, twisting, climbing, pushing, pulling, lifting up to 25 lbs., seeing and reading.
• All FSS employees are required to comply with our Substance Abuse Prevention Policy as a condition of employment. FSS may condition offers of employment upon taking and passing of a post‑offer/pre‑employment drug screen.