Collections/Accounts Receivable/Accounts Payable Administrator

*MONDAY - FRIDAY 8:00 A.
M.
- 5:00 P.
M.
* *GENERAL RESPONSIBILITY:* Responsible for handling all aspects of Collections on customer accounts for SpecialMade Goods & Services, Inc.
Responsible for providing the daily processing of Accounts Receivable accounting functions including, but not limited to: invoice generation and processing; cash, credit card and Electronic Funds Transfer processing and application; handling customer maintenance and correspondence; handling bankruptcy information.
Responsible for Financial Analysis of Accounts Receivable related general ledger accounts.
Responsible for providing the daily processing of Accounts Payable accounting functions including, but not limited to: vendor setup, processing invoices for payment, properly applying VA Sales Tax and cash disbursement.
Responsible for actively and positively supporting the company’s Strategic Plan goals.
At times, could be responsible for assisting with backup of Collections/Accounts Receivable/Accounts Payable duties to same ownership companies.
*ESSENTIAL DUTIES / RESPONSIBILITIES:* *DUTY 1: COLLECTIONS* · Performs collection activities including, but not limited to emails, phone calls, letters, etc.
; documents non-payment status on customer accounts.
· Researches past due customer accounts and makes recommendations on account as to credit limit, hold status, etc.
· Reviews customer on-hold accounts on a daily basis and makes decisions on pending orders.
· Maintains an acceptable percentage of receivables in current status at all times.
Goal: 75% Current · Submits Aging report and analysis to Finance Manager · Reviews and processes bankruptcy paperwork within 24 hours of receipt.
· Ensures Customer Statements are reviewed and mailed on a quarterly basis.
*DUTY 2: ACCOUNTS RECEIVABLE* *INVOICING* · Daily generation and recording of invoices.
· Reviews invoices for accuracy, reviews notes in order specs and accurately follows special instructions; mails, emails, faxes invoices the same day of invoicing.
· Reviews Invoicing General Journal for accuracy and posts to General Ledger.
· Handles special invoicing requests for customers - weekly, monthly, electronically, etc.
· Processes weekly Return Authorization credit memos.
· Processes Credit/Debit Memos received from Customer Service.
· Processes RCP invoices, compiles and reviews the Weekly Summary Report.
*CASH RECEIPTS* · Customer electronic funds transfers processed and accurately applied to customer accounts.
· Customer credit card credits · Cash processed and accurately applied to customer accounts.
· Records, researches and resolves deductions and properly issues customer credits or charge-backs.
*CUSTOMER MAINTENANCE* · Processes customer new account information same day as receipt.
· Performs credit/financial analysis on these new accounts and recommends credit approval or denial of credit.
· Ensures necessary forms have been completed, including but not limited to Sales Tax Exemption Certificates.
· Sets up new customers in Visual software.
· Maintains new and existing customers on the website and assigns web user ID and password.
· Maintains changes to established customer accounts · Handles customer requests and other correspondence/assists Customer Service with inquiries.
*DUTY 3: ACCOUNTS PAYABLE AND CASH DISBURSEMENT* *INVOICE AND PAYMENT ENTRY* · Review, Code and enter vendor invoices in Visual, review journal for accuracy, post and file paperwork.
· Review, Code and Process A/P Check Request, review journal for accuracy, post and file paperwork.
· Understand and apply VA Sales tax laws to vendor invoices as is necessary.
*CASH DISBURSEMENT* · Timely cash disbursement of payables (weekly) so that vendor is paid prior to invoice due date.
· Maintain organized files of vendor invoices with corresponding remittances.
Ensure each filed payment voucher has adequate supporting documentation attached.
*VENDOR MAINTENANCE* · Processes Vendor account setup in Visual and creates vendor file same day as receipt of request from Purchasing.
· Issue credit application and tax forms to vendors upon request.
Ensure required forms have been completed and properly reside in vendor files.
· Maintains changes to established vendor accounts.
*DUTY 4: STRATEGIC PLAN OBJECTIVES* · Maintains Credit/Debit spreadsheet, analyzes and sends results including the costs involved to the Finance Manager.
· Compiles information and summarizes weekly totals report (Revised Sales) for Finance Manager .
· Maintains Open Deduction Report and reports to Director, HR & Finance.
· Maintains and updates procedures within functional area · Supports the Director, HR & Finance with other financial analysis.
· Back-up for other accounting functions within same ownership companies · Participates in cross-functional activities *EDUCATION / EXPERIENCE:* · Associates Degree (Accounting preferred) · Minimum three years of Accounts Receivable/Collections/Accounts Payable experience preferred *KNOWLEDGE / SKILLS / TRAITS: * Knowledge Required: · Knowledge of basic accounting practices.
· Knowledge of Collection law and practices.
· Knowledge of Sales Tax and how it applies in a distribution/services environment.
· Proficiency in Microsoft Excel, Word and Outlook required.
· Ability to effectively maneuver thru the internet to conduct business and perform research.
· Strong ability to calculate figures, percentages and amounts using a calculator.
· Ability to type 10-key · Candidate must be self-motivated and maintain a high level of professionalism with confidential data.
Skills Required: · Interpersonal Skills - cooperative, tactful, works well with department personnel.
· Priority Setting/Decision Making - prioritizes work as needed to maintain proper level of customer service and internal cost effectiveness.
· Problem Solving - questions to determine cause of problem and seeks solution.
· Communication - open positive communication with other departments to ensure superior customer service and a smooth flow of information; including, but not limited to investigating deductions, verifying accuracy of charges, and correcting errors on accounts.
Traits Required: · Analytical - logical thinker, ability to reach conclusions.
· Creative - imaginative, reach for new solutions to problems.
· Responsible - reliable, trustworthy, can be depended upon to meet commitments.
· Initiative - self-motivated, moves ahead on projects.
· Cooperative - works well with other areas within company.
· Team Player - possesses a spirit of teamwork with a desire to work toward a common goal.
· Attentive - pays attention to details, possesses a high degree of accuracy.
· Organized - must be able to logically store information where it can be found by those supporting the duties.
· Time Management – must be able to multi-task.
*PHYSICAL REQUIREMENTS:* 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.
Vision: · Must be able to visually identify and discern printed words on either typewritten pages or computer screen.
· Must be able to identify and differentiate colors.
· Must have depth perception within normal ranges.
Hearing: · Must be able to respond to spoken words and other auditory sounds including the ringing of telephone or beepers and monitors.
· Must be able to respond and communicate orally by telephone.
Tools and Equipment: · Must be able to use, operate and interpret information from equipment in work area.
Speech: · Must be able to verbally communicate in the English language directly and over the telephone and be understood.
Range of Motion: · Must have mobility for all parts of the body, walking, bending, lifting, reaching above head and use of hands.
· Must have manual dexterity, fine motor skills (typing, computer, etc.
).
· Must be able to stand and/or mobilize by walking for 10% of an 8 hour shift.
· Some tasks may require sitting for 90% of the work day.
Working Conditions: · Must be able to work under stress.
· Must be able to work overtime as needed.
Mental Capacity: · Must have mental capacity to fulfill the requirements of the job including problem solving, logic, communication and numerical calculations.
· Must be able to read and understand written instructions in English.
· Accurate recall and memory.
· Must be able to use judgment in making decisions and choices.
· Ability to analyze numbers and make basic mathematical calculations.
Job Type: Full-time Pay: $19.
00 - $23.
00 per hour Expected hours: 40 per week Benefits: * 401(k) * AD&D insurance * Dental insurance * Employee discount * Flexible spending account * Health insurance * Health savings account * Life insurance * Paid sick time * Paid time off * Vision insurance Weekly day range: * Monday to Friday Work setting: * Office Work Location: In person