Accounts Receivable Associate

POSITION: Accounts Receivable Associate

SUPERVISOR: Accounting Manager

STATUS: Non-Exempt

OVERALL RESPONSIBILITY: Under the supervision of the Accounting Manager, performs various accounts receivable tasks, which require some independent judgment, and a thorough knowledge of the accounts receivable process. Responsibilities include reviewing transactions for completeness, accuracy and proper authorization, posting and balancing accounts, collecting past due amounts from clients, the preparation of reports, answering customer inquiries and investigating complaints regarding possible errors in the assigned area of activity. This position is also responsible for some database maintenance. Day to day this position requires entering data into a PC using accounting, word processing and spreadsheet software packages and printing reports from a PC when required. Routine tasks also include processing sales order batches, printing invoices, printing monthly account statements, preparing recurring invoices, researching and following up on customer inquiries about invoices and statements and following up with clients on outstanding balances owed. 

DUTIES & RESPONSIBILITIES % TIME PRIORITY

Process sales order batches and create

invoices to customers. 20% 1

Research and following up with customers

about inquiries regarding invoices and

statements. 30% 2

Follow up on past due amounts owed by

customers. 10% 3

Accurately process returns, credit memos and 

debit memos as they occur. 10% 4

Prepare monthly recurring billings to

customers. 10% 5

Prepare and print monthly statements 5% 6

to customers. 

Prepare monthly reports as requested by

supervisor. 5% 7

Set-up new customer accounts in GP 3% 8

Maintain customer databases in GP and 

the PIH Alert and Newsletter Access database. 3% 9

Set-up new credit limits for customers based on 

Company credit policies. 2% 10

Assist in special projects as assigned

by supervisor. 2% 11

RESPONSIBILITY FOR RELATIONSHIPS 

Internal

Frequent personal contact with accounting staff, the Accounting Manager and the VP of Finance.

Regular personal contact with various members of the sales staff.

Regular attendance at meetings called by supervisor.

External

Frequent personal telephone contact with NMA clients.

SUPERVISORY AUTHORITY

This position is non-supervisory.

SUPERVISION PROVIDED

Duties and responsibilities of this position are performed under the supervision of the Accounting Supervisor, following specific instructions and procedures.

KNOWLEDGE AND SKILLS REQUIRED

Basic understanding of the accounting requirements and procedures for accounts receivable.

Basic understanding and experience with accounts receivable collections.

Experience and knowledge of basic PC operation to complete daily work tasks. 

Experience with using accounts receivable software modules.
 

Ability to work with various database management tools.

Knowledge of Microsoft Great Plains Accounting, Word and Excel.

Good organizational skills, detail oriented and ability to work under general supervision.

Skilled at maintaining confidentiality of business information that is not shared with all staff, vendors, clients, prospects or others.

Ability to meet deadlines.

 Flexible 

EDUCATION & EXPERIENCE REQUIRED

Three or more years of experience in an environment requiring hands-on duties relating to accounts receivable, collections and database management.

High school diploma. College course work in accounting with an associate’s degree preferred. Experience will be considered in place of an associate’s degree. 

Approved by: ___ Date:

I have read the above job description and understand and accept the tasks as outlined herein.

Employee: Date: ____