Accounts Receivable Billing Specialist

Summary of Position Mission 

The Accounts Receivable Billing Specialist will process and complete daily invoicing of shipments and credit card batches in addition to reviewing customer receivable balances, and collection calls to customers on overdue accounts This position will also support the Controller with administrative support and assist with various duties such as processing the incoming mail, accounts payable backup, and correspondence with the Sales and Customer Service departments. 

Responsibilities

• Completes daily invoicing of shipments
• Process daily credit card batches as well as processing and collecting credit card disputes and NSF checks.
• Collaborates with sales department to identify changes from normal terms prior to invoicing the customer—special terms and or discounts.
• Process invoices through SPS Commerce, as well as distributing invoices via mail, fax, and e-mail.
• Processes manual refund/credit cards changes.
• Coverage for processing temporary credit limit requests once approved by management. 
• Releases held orders that have been reviewed and approved for shipment.
• Evaluates, researches, prepares and processes return memos.
• Completes data entry for credit notes of merchandise returns.
• Processes freight charges to distributor invoices when applicable.
• Corresponds via mail, fax, and email on distributor’s shipments.
• Updates price adjustment query in Excel for distributors.
• Files and maintains invoices, returns and credits.      
• Assists customer service and receiving department with problems and issues as needed.
• Develops, maintains and reviews processing issues log/file to drive improvements
• Serves as back-up for the Accounts Payable.  Additionally, will enter vouchers related to incoming and outgoing freight into the accounting software. 
• Provides back-up when the Receptionist is needed to support the business away from the front office
• Research variances on customer accounts and enter/post manual invoices and credits as needed. 
• Monitor customer accounts for past due invoices/discrepancies
• Backup for customer collections.  
• Prepare audit confirmations and gather requested documents/receivables
• Provide sales reps with regular account status and aged trial balance reports
• Maintain customer master file account information 
• Assist with compliance related issues if required. 
• Protects organization's value by keeping information confidential.
• Support and adhere to all ISO standards applicable to the Company.
• Wears all necessary Personal Protective Equipment directed by the Company at all times. 
• Demonstrates sound working knowledge of firearms safety.
• Maintains and keeps workstation and department area clean. 
• Immediately reports any maintenance and/or safety issues to Management. 
• Demonstrates a positive attitude toward co-workers, other department and the Company. 
• Maintains respect, courtesy and professionalism toward all co-workers and the Company.
• Communicates clearly and effectively with co-workers and management.
• Actively participate and support the 5S process within the work area on a daily basis.
• Other duties will be assigned as required.

Qualifications & Knowledge Required

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  These requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school diploma plus 2-3 years previous experience in accounts payable
• Must have understanding of the general ledger accounts
• Strong organizational skills and work in a team environment
• Proficiency with Microsoft Office Suite
• Excellent attention to detail
• Ability to prioritize workload and handle multiple assignments in a timely manner
• Employee is regularly required to sit, use hands to finger, handle or feel and talk or hear
• Employee is frequently required to reach with hands and arms
• The employee is occasionally required to stand, walk and stoop, kneel, crouch or crawl
• Specific vision abilities required by this job include close vision

Working Conditions

Work is normally performed in a climate-controlled office environment and throughout a heated manufacturing and warehouse facility. Exposure to conditions of extreme heat/cold, poor ventilation, fumes and gases is very limited. Noise level is moderate and includes sounds of light manufacturing, shipping and receiving, and normal office equipment (computers, telephones, etc.). No known environmental hazards are encountered in normal performance of job duties. 

Physical Demands

The physical demands and work environment characteristics 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: 

• Be able to lift objects commonly found in offices, up to 20 lbs.
• Able to work at a computer for long periods of time 
• Able to work additional hours as needed.  (Project timelines and work volume/deadlines may require more than 40 hours per week to complete essential duties of this job.)

Disclaimers

• This job description should not be interpreted to be a complete list of all the duties and responsibilities performed by the jobholder.  To maintain organizational flexibility, management has the discretion to add, drop or change at any time the duties, responsibilities and expectations of this job.

• This job description does not constitute an offer of employment, continuous employment or an employment contract.  We are an at-will employer and either you or the employer may terminate the employment relationship at any time, for any legal reason or for no reason.