Administrative Officer - Accounts Receivable

West Virginia Department of Agriculture

Position Description

Job Title:   Administrative Officer - Accounts Receivable  (INTERNAL CANDIDATES ONLY)

Division:  Cedar Lakes Conference Center

Headquarters:  Cedar Lakes Conference Center, Ripley, WV

Reports To:  Director, Cedar Lakes Conference Center

Supervisory

Responsibility:  None

FLSA Status:  Non-Exempt

Nature of Work:

Under general supervision, the Administrative Officer (Accounts Receivable) supports the business operations of Cedar Lakes Conference Center, a division of WV Department of Agriculture, by managing and supervising accounts receivable functions. The Administrative Officer / Accounts Receivable staff overseas and administers all income related to the reservation of Cedar Lakes Conference Center to include day meetings, shelters, campfires, lodging, pool, gift shop, miniature golf and food services.  This position works with all operational sections of the facility, as well as the Director, Department of Agriculture Administrative Services staff and others to properly maintain efficient financial management of Cedar Lakes Conference Center.  This position will also be responsible for assisting with staff timekeeping in UKG when necessary and assisting with the promotional and marketing strategies of the facility by identifying new business opportunities based on existing revenue resources.

Examples of Work:

• Verifying Daily Cash Reports and ensuring all monies collected by the office staff are posted correctly and within the time frame specified.
• Making necessary adjustments of any discrepancies and/or errors.
• Verifying Daily Night Audits by monitoring and correcting discrepancies in the daily posting of nightly room charges and any items posted to reservations.
• Compiling and invoicing of accounts receivable to include monitoring and collection of all past due invoices.
• Creating a past due report and working with management and customers on an agreed upon payment plan to ensure all balances are received within the same fiscal year.
• Preparing and emailing daily deposit information to the WV Department of Agriculture’s financial office.
• Tracking and monitoring deposits in OASIS to ensure deposits from Cedar Lakes are accurately entered into the system in a timely manner.  This also includes monitoring money transfers from WVDA or other state agencies.
• Prepare required information for refunds due to customers for cancelled reservations or overpayment on reservations. This information is forwarded to WV Department of Agriculture for issuance of a check from the State of WV and includes tracking information in OASIS for the timely issuance of customer refunds.
• Calculate taxes for Cedar Lakes and submit monthly report to WVDA by completing excel spreadsheets for each month after submitting tax information to show monthly areas of income.
• Maintain and manage cash flow.
• Maintain a list of projected income for the director and WVDAG-ASD when requested.
• Maintain a daily listing of the number of guests in each type of lodging using information from the night audits.
• Complete an annual revenue report indicating total monthly income for select fields for use in marketing, operational management and potential grant opportunities.
• Assist in miscellaneous office tasks such as greeting walk-in customers, answering questions of room/lodging availability, taking phone calls, and assisting with reservations when necessary.
• May be required to assist during emergency events.
• May be required to act as secondary UKG timekeeper when Director is not available.
• Other duties as required.

Working Conditions:

• Office environment: sitting, standing, walking, driving, lifting up to 25 pounds, scanning, data entry and use of various computer applications and adding machine.

Knowledge, Skills and Abilities:

• Must have extensive experience with RDP (Resort Data Processing) Software and understand how to read data in the system, create reports and invoices, closeout reservations, and identify/correct errors prior to final billing.
• Must be detail oriented.
• Must have the ability to provide positive and professional services to our clients, vendors and guests.
• Must have the ability to work efficiently to meet deadlines, manage multiple tasks and priorities and be adaptable to changing event requirements.
• Must have the ability to maintain archives of records. 
• Ability to follow written and verbal instructions.
• Ability to troubleshoot problems and facilitate resolutions.
• Ability to maintain accurate, up-to-date financial records.
• Ability to work with Microsoft programs.
• Ability to recognize and respond to emergencies.
• Ability to assist fellow staff members and work with others as a team.

Minimum Qualifications:

Education:  High School diploma or GED is required.  Graduation from an accredited college or university with an associates degree in business finance is preferred.

Experience:  Two or more years paid employment in business organization, finance, or related field is preferred.

Additional Requirements:

• Valid driver’s license is required.
• Satisfactory completion of pre-employment drug testing.
• Satisfactory completion of pre-employment law enforcement background investigation, including DMV records.
• Must maintain a positive image of the Commission, West Virginia Department of Agriculture, and the State of West Virginia.

This description is subject to review and revision at the discretion of the Commissioner and designees. 
West Virginia Department of Agriculture is an equal opportunity employer.