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. Responsible for supporting and cross-training on other General Accounting Functions, including Payroll.

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 accounts as to credit limit, hold status, etc.

· Reviews customer on-hold accounts daily and makes decisions on pending orders.

· Maintains an acceptable percentage of receivables in current status.

· 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 Return Authorization credit memos.

· Processes Credit/Debit Memos received from Customer Service.

· Processes RCP invoices, compiles and reviews the Weekly Summary Report.

CASH RECEIPTS

· Processes Customer electronic funds transfers and accurately applies to customer accounts.

· Processes Customer credit card payments and accurately applies to customer accounts.

· Processes Cash deposits and accurately applies to customer accounts.

· Records, researches, and resolves deductions and properly issues customer credits or chargebacks.

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/Resale 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

· Reviews, Codes and Enters vendor invoices in Visual, reviews journal for accuracy, post and file paperwork.

· Reviews, Codes and Processes A/P Check Request, reviews journal for accuracy.

· Understands and applies 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.

· Maintains organized files of vendor invoices with corresponding remittances.

· Ensures payment vouchers have adequate supporting documentation attached.

VENDOR MAINTENANCE

· Processes Vendor account setup in Visual and creates vendor file.

· Issues 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: GENERAL ACCOUNTING FUNCTIONS

· Supports daily accounting procedures and processes.

· Supports the preparation of monthly balance sheets, income statements and profit and loss statements by gathering and analyzing information.

· Supports timely monthly, quarterly, and year-end financial close including journal entries, balance sheet account reconciliations, accruals, and overall maintenance of all operational accounts.

· Analyzes information and options by developing spreadsheet reports.

· Performs general ledger account reconciliations, verify accuracy of data and reports, identify and correct errors made by both internal and external personnel.

· Supports cash management functions including inter-company transfers, monthly bank reconciliations prior to the end of each month.

· Verifies and Reconciles Expense Reports from company personnel and recover/reimburse travel cash.

· Prepares special financial reports as requested by management by collecting, analyzing, and summarizing account information and trends.

· Performs tests of reasonableness on all financial information daily.

· Maintains knowledge of acceptable accounting practices and procedures.

· Protects the organization’s value by keeping information confidential.

· Maintains and updates procedures within functional area.

· Supports the Director, HR & Finance with other financial analysis.

DUTY 5: STRATEGIC PLAN SUPPORT

· Foster an atmosphere of creative improvement in support of strategic objectives.

· Back-up for Payroll and other accounting functions within same ownership companies

· Team up with Finance Manager to constantly improve financial reporting.

· Work independently on projects including leading, planning, researching,
analyzing and reporting the end results to peers and/or upper management.

· Support work and cost improvement ideas.

· Other Financial Support-Aid within the department as needed, to include temporary or special projects.

· Willing to cross over to other departments to support tasks as needed.

· Reports safety concerns to Management and/or Safety Coordinator.

· Attendance is an essential function of this position. The attendance of this position can affect the output of the team, which in turn can affect our ability to service our internal and external customers.

EDUCATION / EXPERIENCE:

· Associates Degree (Accounting preferred)

· Minimum three years of Accounting 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 the 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: $23.00 - $26.00 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