Accounts Receivable Specialist

Job Title:  Accounts Receivable Specialist                 FLSA Status:  Non-Exempt      

Reports To:  Controller                                                                                    
POSITION SUMMARY
Is a key member of the Accounting and Administrative Department, responsible for a combination of duties to include invoicing customers, processing and managing payments received, collecting on past due accounts, managing customer account profiles, reconciling customer accounts, and providing accounting support.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Prepare customer invoices
• Enter new customer set-up paperwork from sales department properly in a timely manner.
•  Maintain customer profiles with up-to-date exemption certificates, addresses, bill-to information, and other pertinent information
• Process deposits and accurately post to customer accounts
•  Process credit card payments and reconcile with daily deposits
• Reconcile customer accounts; proactively contact customers to resolve discrepancies
• Post adjustments to customer accounts following proper procedures
• Maintain past due accounts within company guidelines; follow up on past due accounts following company procedures
• Respond to customer inquiries in a timely manner
• Maintain files, recordkeeping and storage systems for electronic and paper documents
•  Reconcile deposit portion of bank reconciliation daily
• Maintain paid for oil customers and payments (known as PFO).
• Prepare Excel spreadsheets and other reports, maintain audit-ready accounting files, assist Controller with month-end and year-end closing
•  Assist with accounting and billing software maintenance and upgrades
• Back up to Accounts Payable, as needed
• Other duties as assigned

SUPERVISORY RESPONSIBILITIES

No direct supervisory responsibilities.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION/EXPERIENCE

High School Diploma required; Associates degree preferred. Two years A/R and general office experience.

COMMUNICATION SKILLS

Good oral and written skills and a positive attitude will assist in working with both external and internal customers. You must be able to follow directs and work as a team.

TECHNICAL SKILLS

Technology literate with strong computer skills including proficiency with Microsoft Word, Excel, QuickBooks, and other commonly used software.

Reasoning and/or Critical Thinking Ability

Good organizational skills and record keeping (attention to detail and accuracy are critical). Confidentiality of company financial information. Self-starter who can work independently and with excellent judgement. Skilled in establishing priorities and managing workload. 

PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT

The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Must be able to sit for long periods of time.

Must be able to talk/hold on the phone for long periods of time.

Must be able to look at a computer screen for long periods of time.

Must be able to read small print, with or without accommodations.

This job description does not imply that these are the only duties to be performed.  Employees occupying this position will be required to follow any other related instruction and to perform any other job related duties requested by their supervisor.