Accounts Receivable Associate

POSITION: Accounts Receivable Associate

SUPERVISOR: Accounting Manager

STATUS: Non-Exempt

OVERALL RESPONSIBILITY: Under the supervision of the Accounting Manager, performs various accounts receivable tasks, which require some independent judgment, and a thorough knowledge of the accounts receivable process. Responsibilities include reviewing transactions for completeness, accuracy and proper authorization, posting and balancing accounts, collecting past due amounts from clients, the preparation of reports, answering customer inquiries, and investigating complaints regarding possible errors in the assigned area of activity. This position is also responsible for some database maintenance. Day to day this position requires entering data into a PC using accounting, word processing and spreadsheet software packages and printing reports from a PC when required. Routine tasks also include processing sales order batches, printing invoices, printing monthly account statements, preparing recurring invoices, researching and following up on customer inquiries about invoices and statements and following up with clients on outstanding balances owed.

DUTIES & RESPONSIBILITIES 

• Process sales order batches and create invoices for customers.
• Research and following up with customers about inquiries regarding invoices and statements.
• Follow up on past due amounts owed by customers.
• Accurately process returns, credit memos, and debit memos as they occur.
• Prepare monthly recurring billings.
• Prepare and print monthly statements to customers.
• Prepare monthly reports as requested by supervisor.
• Set-up new customer accounts in Great Plains accounting software (GP)
• Maintain customer databases in GP and the PIH Alert and Newsletter Access database.
• Set-up new credit limits for customers based on Company credit policies.
• Assist in special projects as assigned by supervisor.

RESPONSIBILITY FOR RELATIONSHIPS

Internal

• Frequent personal contact with accounting staff, the Accounting Manager and the VP of Finance.
• Regular personal contact with various members of the sales staff.
• Regular attendance at meetings called by supervisor.

External

• Frequent personal telephone contact with NMA clients.

SUPERVISORY AUTHORITY

• This position is non-supervisory.

SUPERVISION PROVIDED

• Duties and responsibilities of this position are performed under the supervision of the Accounting Supervisor, following specific instructions and procedures.

KNOWLEDGE AND SKILLS REQUIRED

• Basic understanding of the accounting requirements and procedures for accounts receivable.
• Basic understanding and experience with accounts receivable collections.
• Experience and knowledge of basic PC operation to complete daily work tasks.
• Experience with using accounts receivable software modules.
• Ability to work with various database management tools.
• Knowledge of Microsoft Great Plains Accounting, Word and Excel.
• Good organizational skills, detail oriented and ability to work under general supervision.
• Skilled at maintaining confidentiality of business information that is not shared with all staff, vendors, clients, prospects or others.
• Ability to meet deadlines.
• Flexible

EDUCATION & EXPERIENCE REQUIRED

• Three or more years of experience in an environment requiring hands-on duties relating to accounts receivable, collections and database management.
• High school diploma. College course work in accounting with an associate’s degree preferred. Experience will be considered in place of an associate’s degree.

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