Accounts Receivable Specialist

Job Title: Accounts Receivable Specialist

Classification: Exempt; Full-time

Department: Accounting

Location: Reno, NV

Reports to: Accounting Manager

Revised: 12/04/2023

Position Overview

The Accounts Receivable Specialist is responsible for billing customers timely and accurately. Review and entry of customer payments, monitoring past-due accounts, and follow up with customers as needed. Review customer deductions, chargebacks and penalties, and if applicable, dispute accordingly. Provide other financial and administrative tasks and duties as required.

Essential Functions

• Daily processing of invoices and credit memos in Sage X3 ERP system
• Daily processing of customer payments in Sage X3 ERP system
• Submit invoices to customers via Electronic Data Interchange (EDI) systems, customer portals, and email.
• Work with the Shipping Team to resolve shipping document discrepancies
• Work with the Business Technology and Customer Service Teams to resolve EDI invoice error issues
• Create manual invoices for over shipments confirmed by the Customer Service Team
• Create credit memos for short shipments confirmed by the Customer Service Team
• Monitor Accounts Receivable aging, and contact past due accounts weekly
• Update weekly A/R report for the CFO and Accounting Team
• Maintain files for customer invoices and credit memos
• Verify and reconcile customer payment deductions against the Sales Finance Team’s planned Trade Events spreadsheet
• Consult with the Sales Finance Team on payment deductions taken for unplanned trade spend deductions
• Prepare and file disputes for unauthorized trade spend and short shipment deductions
• Report in real time customer penalties to the appropriate Team/s
• Analyze trade spend, deduction and penalty activity, and update/disseminate reports monthly
• Assist the Sales Finance Team with Vividly TPM, (a trade promotion management/software company) by establishing and maintaining auto-forward of customer emails containing promotional trade deduction data

• Updates job knowledge by participating in educational opportunities
• Participate in proactive team efforts to achieve departmental and company goals
• Perform other duties as assigned

Supervisory Responsibility

This position has no supervisory responsibilities

Travel

Minimal overnight travel (up to 10%) by land and/or air

Mental and Physical Demands

• Sedentary activity performing non-strenuous daily activities of an administrative nature
• Manual dexterity sufficient to reach/handle items and work with fingers

Physical Demands

% of time

Stand

5%

Walk

15%

Sit

80%

Talk

20%

Hearing/Listening

20%

Use hands to finger, handle, or feel

95%

Reach with hands and arms

5%

Stoop, kneel, crouch, or crawl

5%

Taste or Smell

1%

Lift up to 10 pounds

5%

Lift up to 25 pounds

5%

Lift up to 50 pounds

0%

Work Environment

• Well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation
• Atmosphere with moderate noise

Qualifications

• Above average oral and written communication skills
• Demonstrated practice of a high level of confidentiality
• Excellent organizational skills
• Ability to meet deadlines
• Ability to read, analyze, and interpret certifications programs and government regulations.

• Ability to write routine reports and correspondence.
• Ability to calculate figures and amounts such as discounts, interest, commissions, and percentages.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Proficient personal computer skills including electronic mail, record keeping, routine database activity, word processing, spreadsheet, etc.
• Work closely with customer service, shipping, and sales departments on daily basis.

Preferred Education, Experience, Certifications, and Licenses

• Associate’s degree (AA) or equivalent form two-year college or technical school in Accounting
• Four to five years related experience in consumer goods industry and/or training in Accounts Receivable
• Experience in Sage X3 software
• Experience using Electronic Data Interchange (EDI) system

Required Education, Experience, Certifications, and licenses

• Two to four years related experience and/or training in Accounts Receivable
• Proficient in Microsoft Excel

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.