Accounts Receivable Clerk

SUMMARY

Maintains account receivable files. Reconcile store deposits to Daily Sales Report. Receives payments. Process adjustments. Takes appropriate collection action on accounts more than 30 days old.

ESSENTIAL DUTIES:

• Completes daily recording, posting, and deposit of all customer payments on account including scanning, transmitting and processing of e-deposits, and applying payments to proper aging period. Checks daily for accuracy.
• Receives all branch store transactions on a daily basis and before the closing of each month.
• Processes monthly statements in a timely manner.
• Completes monthly posting of all necessary adjustments to customer accounts, ex: write-off service charge, applying contras, creating vendor credits and credit memos, correcting aging to reflect credits given in period that differs from original charge, making any necessary corrections due to posting errors, and making adjustments to reflect incentive and fees related to membership programs including Tool, Visa, Auto Care, and Headquarter Rebates.
• Retrieves copies of invoices upon request, assists customers in reconciliation of account,  reviewing credit references and accepting payments.
• Answers telephone and emails, transferring calls, logging and distributing complaints, CFRs, and “How’s my Driving?” feedback. Provides excellent customer service in a timely and efficient manner.
• Creates and distributes memos/flyers to update customers on new policies and procedures.
• Maintains an accurate record of daily deposits for all locations, retrieving and collecting payments from multiple payment portals including processing of credit card billing requests.
• Ensures prompt, accurate recording of Cash Receipt Journal and accounting software.
• Prepares and submits daily account payments and another miscellaneous deposit including East Penn check processing using the designated accounting software and platforms.
• Enters daily record of accounts receivable totals into system. Research and follow up with stores and bank to clear NSF payments.
• Ensures prompt recording of daily sales and cost of sales for Daily Sales Report preparation and distribution.
• Completes End of Month reconciling sales journal to end of month reports to ensure accuracy.
• Reviews monthly AR aging with GM. Prepares monthly dunning letters, makes collection calls as requested by General Manager or Director of Finance, reconciling of past due accounts, and putting customers’ accounts on C.O.D. as instructed. Notes all collection efforts and agreements made.
• Retrieves bad debt from customers in a timely manner while maintaining excellent customer service.  
• Prepares accounts to be sent to a collection agency as necessary by following proper Procedures.
• Sets up new vendors and customer accounts in accounting software.
• Reviews customer accounts with GM to determine eligibility for Tool incentive credits. Registers customers for BOPIS. Sets up and maintains customer information and authorized buyer information in the PCH platform and NAPA Multi-store.
• Adjusts credit limits in designated platform as appropriate. 
• Completes and distributes blanket POs for charge customers.
• Fulfills W9 requests from customers.
• Processes credit and cash account applications for President's and General Manager's approval and opening new accounts as requested by the General Manager.
• Processes intercompany monthly billing in accounting software and providing invoicing with supporting documentation for internal AP. Creating and distributing monthly and interim statements.
• Prepares and distributes monthly aging reports. Provides AP with monthly report of invoices billed in accounting software.
• Reconciles gift card sales and activations. Summarizes and audits BOPIS sales by store. Assists with categorization of banking transactions in accounting software. Collaborates with store leaders to ensure month-end closing process coverage. Completes closing process in accounting software. Prepare and distribute customers’ monthly statements.
• Maintains and files all original invoices, customer accounts, and payments. Maintains a spreadsheet for check deposit destruction policy.
• Assembles pallets for shredding per records management policy.
• Distributes and sorts mail.
• Operates office machinery includes shredder, postage meter, fax, scanner, printers, deposit machine, etc. Updates postage meter as needed. Prepares and receives courier (Errand Boy) bags including supplying stores with empty folders and payment logs. Orders deposit slips as needed. Holds key for safe.
• Processes monthly statements for mailing, research credit card billing requests, assist store leaders (upon request) with cash over/short problems and prepare payroll deduction slips for employee accounts receivable.
• Researches and facilitate correspondence between stores and customers due to billing errors. Provides RGR process support including scanning to stores, maintaining tracking spreadsheet, and distributing paperwork.
• Attends training and meetings for new and current programs and software. Identifies and completes available online training for appropriate accounting software.
• Maintains a professional and GOLD standard work area.
• Keeps login credentials and security current for onsite access.
• Maintains a high level of professionalism.
• Completes and remains current with all mandatory manufacturing, safety compliance, safeguards, and cybersecurity training.
• Maintains a safe work environment.
• Ensures that the work area is kept clean.

ADDITIONAL DUTIES

• Fills in for other administrative positions as needed and directed by management.
• Assists with related special projects as required.
• Assists with receptionist duties as answering Incoming telephone calls and distributing messages. Provides clerical and secretarial assistance to departments as needed.
• Assists with performing daily company errands, to include but not limited to attending scheduled DMV appointments, delivering and picking up items to/from lending institutions and dealerships, performing banking transactions, and other errands as assigned.
• Other duties as assigned by the Director of Finance or President.

QUALIFICATION:

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 accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Have and maintain a current driver’s license with a clean driver’s abstract.
• Basic computer skills

EDUCATION & EXPERIENCE:

• Associate Degree (A.A.) or equivalent from two-year College or technical school, or two-year related experience and/or training; or equivalent combination of education and experience.

COMPUTER SKILLS:

• Basic computer skills
• Proficient with Microsoft Office (Word, Excel, Power Point)
• Basic Google Suite skills
• Proficient with Email & Communication
• Experience with Inventory Management Software

LANGUAGE SKILLS:

• Ability to read and comprehend simple instructions, short correspondence, and memorandums.  Ability to write simple correspondence. 
• An ability to effectively present information in one-on-one and small group situations to management, customers, clients and employees of the organization.
• Ability to speak, read, and write fluently in English.

MATHEMATICAL SKILLS:

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. 
• Ability to compute rate, ratio, and percentage and to draw and interpret bar graphs.
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
• Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY:

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. 
• Ability to deal with problems involving several concrete variables in standardized situations.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

CERTIFICATES, LICENSES, & REGISTRATIONS:

• Have and maintain a current driver’s license with a clean driver’s abstract.

MENTAL DEMANDS:

• Ability to work with multiple projects, tasks and deadlines.
• Continuous alertness and attention to detail, concentration and ability to perform mathematical calculations to produce accurate work
• Ability to work and effectively communicate with leadership and Store Personnel on time-sensitive matters.

WORK HOURS:

• Regular IKC Admin Office Business Hours

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to use hands to finger, handle or feel. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

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

While performing the duties of this job, the employee is regularly exposed to moving mechanical parts and outside weather conditions. The employee is frequently exposed to wet and/or humid conditions and extreme heat. The employee is occasionally exposed to high, precarious places; fumes or airborne particles; toxic or caustic chemicals; risk of electrical shock; and explosives. The noise level in the work environment is usually moderate.