Accounts Receivable Specialist

Accounts Receivable Processing

• Process accounts receivable transactions accurately and efficiently in accordance with established accounting procedures.
• Post customer payments, including cash, checks, and credit card transactions.
• Post sales invoices, credit memos, and other applicable accounts receivable transactions.
• Process incoming billing and invoice correspondence and ensure appropriate follow-up.
• Reconcile the accounts receivable ledger and research discrepancies to maintain accurate customer balances.
• Support the preparation and reconciliation of general ledger accounts related to accounts receivable.
• Prepare and post journal entries as assigned.
• Calculate customer rebate commissions and support commission schedules and financial reporting.
• Track contracts involving value-in-kind products and maintain accurate supporting records.

Collections & Customer Account Management

• Monitor customer accounts and identify past-due balances requiring follow-up.
• Contact customers regarding outstanding balances and work to collect past-due amounts.
• Support the maintenance of appropriate customer credit limits.
• Communicate professionally with customers regarding invoices, payments, billing discrepancies, and other account-related questions.
• Research and resolve customer account discrepancies by gathering and analyzing information from customers and internal teams.
• Partner with Sales, Marketing, Customer Service, and Finance to resolve billing and account issues.
• Reconcile shipment-related discrepancies that impact customer accounts or billing.
• Maintain clear documentation of customer communications, account issues, and resolutions.

Account Research & Issue Resolution

• Investigate abnormalities and discrepancies identified through daily accounts receivable and accounting activities.
• Research account discrepancies independently within established guidelines and escalate significant issues to management.
• Investigate potentially fraudulent transactions and communicate findings or concerns to appropriate stakeholders.
• Validate account discrepancies using information from internal systems, customers, and cross-functional partners.
• Identify recurring issues or process gaps and communicate opportunities for improvement.
• Maintain confidentiality of customer, financial, and company information.

Systems, Reporting & Process Support

• Maintain accurate and complete accounts receivable records and supporting documentation.
• Prepare schedules, reports, reconciliations, and other financial information as assigned.
• Use Excel and other accounting systems to organize, analyze, reconcile, and report financial information.
• Test software upgrades, system changes, or enhancements within staging environments as requested.
• Support improvements to accounts receivable processes, tools, and ways of working.
• Cross-train across Accounts Receivable functions to provide effective coverage and support changing business needs.
• Manage assigned priorities and projects independently, meeting established deadlines and escalating issues when appropriate.

• High School Diploma or GED required.
• Associate degree from a two-year college or technical school preferred.
• 3–5 years of accounts receivable experience, training, or a comparable combination of education and relevant experience.
• Experience processing customer payments, invoices, credit memos, account reconciliations, and collections preferred.
• Experience researching and resolving customer billing or account discrepancies.
• Experience communicating directly with customers regarding financial or account-related matters.
• Experience supporting general ledger reconciliations, journal entries, or related accounting activities is a plus.

• Strong working knowledge of accounts receivable processes, including payment application, invoicing, collections, account reconciliation, and discrepancy resolution.
• Strong working knowledge of Microsoft Excel, including PivotTables and VLOOKUP formulas.
• Proficiency with Microsoft Word and other standard business applications.
• Ability to learn and effectively use internal accounting and financial systems.
• Ability to calculate discounts, interest, commissions, proportions, percentages, and other common financial calculations.
• Basic understanding of general ledger accounting and journal entries.
• Ability to accurately review and reconcile financial data and identify discrepancies.
• Ability to research financial and account issues using multiple sources of information.

• Attention to Detail: Consistently produces accurate, complete, and well-documented financial work.
• Analytical & Problem-Solving Skills: Investigates discrepancies, identifies underlying issues, and develops appropriate resolutions.
• Customer Service: Communicates professionally and effectively with customers regarding balances, payments, invoices, and account issues.
• Communication: Clearly communicates financial information, questions, issues, and resolutions verbally and in writing.
• Organization & Time Management: Effectively manages multiple transactions, customer accounts, deadlines, and competing priorities.
• Accountability: Takes ownership of assigned work and follows issues and projects through to resolution.
• Initiative: Makes sound decisions within established guidelines and works effectively with limited supervision.
• Collaboration: Builds positive working relationships across Finance and other departments to resolve issues and complete shared objectives.
• Judgment & Escalation: Recognizes significant discrepancies, risks, or unusual transactions and raises concerns promptly.
• Confidentiality: Protects sensitive customer, financial, and company information.
• Adaptability: Learns new processes, systems, and responsibilities and supports cross-training across the Accounts Receivable function.