Accounts Receivable Specialist

Job Description:

Job Summary

The Accounts Receivable Specialist is responsible for managing customer accounts, processing payments, maintaining accurate financial records, and ensuring timely collection of outstanding balances. This position works closely with customers, internal departments, and the accounting team to resolve billing discrepancies, reconcile accounts, and support the company's cash flow objectives.

Key Responsibilities

• Accounts Receivable Management: Monitor customer accounts, maintain accurate account balances, and ensure timely collection of outstanding invoices.
• Invoicing and Billing: Prepare, review, and distribute customer invoices, statements, and billing documentation.
• Payment Processing: Record and apply customer payments, including checks, ACH transfers, credit cards, and wire transfers.
• Collections: Contact customers regarding past-due balances, send payment reminders, and follow up on outstanding invoices.
• Account Reconciliation: Reconcile customer accounts, research discrepancies, and resolve unapplied cash and payment issues.
• Dispute Resolution: Investigate billing discrepancies, short payments, deductions, and customer disputes in collaboration with internal departments.
• Reporting: Prepare accounts receivable aging reports, collection reports, and other financial summaries for management.
• Month-End Closing: Assist with month-end closing activities, account reconciliations, and accounts receivable reporting.
• Recordkeeping: Maintain organized documentation of invoices, payments, customer correspondence, and collection activities.
• Customer Service: Respond professionally to customer inquiries regarding invoices, payment status, account balances, and credit memos.
• Internal Collaboration: Work with sales, customer service, billing, and accounting teams to resolve account issues and improve processes.
• Compliance: Follow company policies, internal controls, and applicable accounting procedures.

Qualifications and Requirements

• Associate degree in Accounting, Finance, Business Administration, or related field preferred.
• 1–3 years of experience in accounts receivable, billing, collections, or general accounting preferred.
• Proficiency in Microsoft Excel and Microsoft Office applications.
• Experience with accounting software or ERP systems, such as QuickBooks, SAP, Oracle, or NetSuite.
• Strong attention to detail and accuracy.
• Excellent communication, customer service, and problem-solving skills.
• Ability to manage multiple priorities, meet deadlines, and work independently.
• Knowledge of accounting principles, payment applications, account reconciliations, and collection procedures.

Key Skills

• Accounts receivable and collections
• Invoice processing and payment application
• Cash posting and cash reconciliation
• Customer account management
• Aging reports and collection tracking
• Research and resolution of discrepancies
• Microsoft Excel and accounting systems
• Organization and time management
• Written and verbal communication

Performance Metrics

The Accounts Receivable Specialist may be evaluated based on:

• Days Sales Outstanding (DSO)
• Percentage of overdue accounts collected
• Accuracy and timeliness of cash application
• Reduction in past-due balances
• Invoice accuracy and processing time
• Timely resolution of customer disputes
• Accuracy of account reconciliations and reporting

Work Environment

This position typically operates in an office or hybrid environment and requires regular communication with customers, vendors, and internal departments. The role involves working with financial records, accounting systems, spreadsheets, and electronic payment platforms.

Company Statement:

PSS Industrial provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristics protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.