Accounts Receivable Specialist

Job Title: Accounts Receivable Specialist

Status: Full-Time

FLSA Type: Non-Exempt

Department: Finance / Accounting

Business Unit: TEVET

Position Reports To: Controller

Job Summary: The Accounts Receivable Specialist is responsible for managing customer receivables, processing invoices and payments, maintaining accurate account records, supporting collections activities, and ensuring timely and accurate revenue-related transactions. This role collaborates with internal teams, vendors, and customers to support efficient financial operations and exceptional customer service.

Essential Duties & Responsibilities:

·        Process vendor invoices and prepare customer invoices.

·        Receive and post customer payments including checks, wire transfers, and credit card payments.

·        Monitor customer accounts for non-payments, delayed payments, and discrepancies.

·        Initiate collection activities for past-due balances.

·        Apply customer credits and refunds appropriately.

·        Perform account reconciliations and maintain accurate records.

·        Assist with month-end close activities related to revenue recognition.

·        Ensure alignment between vendor billing and customer invoicing.

·        Collaborate with internal stakeholders, vendors, and customers to resolve billing issues

·        Maintain documentation and correspondence related to customer accounts.

Qualifications:

·        Strong attention to detail and organizational skills.

·        Ability to apply sound judgment and logic to accounting issues.

·        Proactive approach to process improvement.

·        Ability to solve practical problems with limited standardization.

·        Intermediate proficiency in Microsoft Excel and Microsoft Office Suite.

·        Experience with enterprise accounting systems; NetSuite experience preferred.

·        Credit card processing experience preferred.

Competencies:

·        Customer Focus

·        Accountability

·        Financial Acumen

·        Problem Solving

·        Communication Skills

·        Collaboration

·        Continuous Improvement

·        Attention to Detail

Supervisor Responsibilities:

·        None

Decision Making Responsibilities:

·        Exercises judgment in resolving customer account issues, collections activities, payment application discrepancies, and reconciliation matters within established policies and procedures.

Spending and Accounting for Funds:

·        Responsible for accurate processing, recording, and reconciliation of receivable transactions and customer payments.

Work Environment:

·        Primarily office-based work in a professional environment with extensive computer usage and interaction with internal and external stakeholders.

Physical Demands:

·        Regularly required to sit, communicate, and use a computer. Occasionally required to stand and walk. Close visual acuity is required for reviewing financial data, preparing reports, and working with computer systems.

Education/Experience:

·        Bachelor's degree in Business Administration, Accounting, Finance, or related field; equivalent experience may be considered.

·        3–5 years of Accounts Receivable and/or collections experience preferred.

·        Experience calculating discounts, interest, commissions, percentages, and related financial figures.

AI Utilization and Collaboration:

·        Effectively leverage approved company AI tools and resources to enhance productivity, streamline workflows, and improve quality and efficiency while complying with company policies.

·        Contribute to continuous improvement by identifying AI use cases, sharing best practices, documenting results, and supporting team adoption.

Quality & Compliance:

·        Support and uphold the Quality Management System (QMS).

·        Make customer-focused, quality-driven decisions.

·        Follow document control practices and use current approved documentation.

·        Support compliance with company policies and applicable regulations.