Accounts Receivable Clerk Department: Finance Reports To: Accounting Manager / Controller Position Summary The Accounts Receivable Clerk is responsible for the accurate and timely execution of accounts receivable activities, including invoicing, cash application, account reconciliation, collections, and customer account maintenance. This role plays a critical part in optimizing cash flow, maintaining strong customer relationships, and ensuring the integrity of financial records. The ideal candidate is detail-oriented, customer-focused, and capable of effectively managing multiple priorities in a fast-paced environment. Essential Duties and Responsibilities: Accounts Receivable Processing - Process and post customer payments received through checks, ACH transactions, wire transfers, lockbox services, and credit card payments.
- Apply cash receipts accurately to customer accounts and investigate unapplied or misapplied payments.
- Maintain customer account records, ensuring all information is current, complete, and accurate.
- Process approved credit memos, deductions, adjustments, write-offs, and customer refunds.
Collections and Customer Account Management - Monitor customer aging reports and proactively manage collection activities to reduce overdue balances.
- Contact customers regarding outstanding invoices and payment discrepancies in a professional and timely manner.
- Build and maintain positive customer relationships while balancing collection objectives and customer service expectations.
- Escalate collection issues and significant delinquent accounts to management as appropriate.
- Assist with establishing and maintaining customer credit files and supporting credit evaluations.
Account Reconciliation and Problem Resolution - Reconcile customer accounts and research discrepancies between customer records and company records.
- Investigate and resolve billing disputes, payment shortages, deductions, and other account issues.
- Collaborate with Sales, Customer Service, Operations, and other departments to resolve invoice and payment-related concerns.
- Ensure customer accounts remain accurate and up to date by performing routine account reviews and reconciliations.
Financial Reporting and Compliance - Prepare accounts receivable reports, aging summaries, and collection status reports for management review.
- Support month-end, quarter-end, and year-end close activities related to accounts receivable.
- Assist with internal and external audits by providing requested documentation and supporting schedules.
- Maintain compliance with company policies, accounting standards, and internal controls.
- Identify opportunities for process improvements and participate in continuous improvement initiatives.
Other Responsibilities - Assist with special projects as assigned.
- Cross-train within the accounting department to support overall departmental objectives.
- Perform other duties as assigned.
Qualifications Education - High School Diploma or GED required.
- Associate degree in Accounting, Finance, Business Administration, or related field preferred.
Experience - Minimum of 2 years of accounts receivable, billing, collections, or general accounting experience preferred.
- Experience working in an ERP or accounting system such as SAP, Microsoft Dynamics, NetSuite, Oracle, or similar platforms preferred.
- Manufacturing, distribution, or industrial industry experience preferred.
Knowledge, Skills, and Abilities - Strong understanding of accounts receivable processes, collections, and general accounting principles.
- Solid knowledge of cash application, account reconciliation, and customer account management practices.
- Advanced attention to detail with a high degree of accuracy.
- Strong analytical and problem-solving skills.
- Excellent organizational and time-management abilities.
- Proficiency in Microsoft Excel, Outlook, and other Microsoft Office applications.
- Ability to manage multiple priorities and consistently meet deadlines.
- Effective verbal and written communication skills.
- Professional and customer-service-oriented approach when interacting with customers.
- Ability to work independently and as part of a team.
- Ability to maintain confidentiality and handle sensitive financial information appropriately.
Physical Requirements - Prolonged periods of sitting and working at a computer.
- Frequent use of standard office equipment, including computers, phones, and printers.
- Ability to occasionally lift and carry up to 20 pounds.
- Ability to communicate effectively in person, by telephone, and electronically.
Work Environment - Office-based work environment with standard business hours..
- Occasional overtime may be required during month-end close, year-end close, audits, or periods of increased business activity.
Key Performance Indicators (KPIs) - Days Sales Outstanding (DSO)
- Collection Effectiveness Index (CEI)
- Percentage of Current Receivables
- Aging of Past-Due Accounts
- Cash Application Accuracy
- Invoice Accuracy Rate
- Collection and Follow-Up Timeliness
- Customer Dispute Resolution Cycle Time
- Reduction of Unapplied Cash
- Monthly Accounts Receivable Reconciliation Accuracy
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