Customer Service Specialist/Accounts Receivable

JOB SUMMARY: This position is generally responsible for accounts receivable and other accounting related tasks as well as customer support assignments.   

ESSENTIAL QUALIFICATIONS: 

1. Current knowledge of applicable Microsoft Dynamics GP software modules pertaining to their responsibilities.
2. Able to work independently with minimum supervision.
3. Must be accurate, detail oriented, and proactive.
4. Computer and data entry skills including Microsoft Word, Excel, and Outlook.
5. Knowledge of and ability to operate the company phone system.
6. Ability to react to change productively and handle other essential tasks as assigned.
7. Ability to deal with emotional customers and employees in person and by phone. Ability to resolve complaints and disputes.
8. Frequently lift or move 20 pounds and occasionally lift or move 50 pounds.
9. Ability to operate the copy and fax machines at their office.

Requirements

Customer Support Functions

1. Responsible for answering main telephone line, ascertaining the nature of the call, screening and routing the calls in a prompt and professional manner.
2. Responsible for answering customer statement and account questions, reconciling accounts as needed, and generating YE reports for customers upon request.
3. Managing and ordering office supplies; sorting, opening and distributing mail; helping with other office administrative functions.

Accounts Receivable Functions

1. Responsible for ensuring that all manual tickets are posted in the system before month end.
2. Responsible for recording all reoccurring monthly billings in AR as directed by the controller (rental charges, farm leases, tower rental, computer maintenance, etc.).
3. Responsible for recording the all customer payments (both paper checks and ACH payments) on customer accounts. 
4. Responsible for recording and reconciling fuel sales activity for all leased fuel sites.
5. Responsible for expensing the MKC Vehicle fuel account at month end.
6. Responsible for maintaining a general understanding of the fuel import that is processed by the Energy department and providing support as necessary.  
7. Responsible for monitoring the credit balance report weekly to detect and prevent misapplied payments, to detect small balances that will need written off at month end, finance charges that were misapplied and need reapplied correctly, finance charges less than $10 that will need written off at month end, past due accounts that have skipped invoices and may need additional invoice copies, accounts with statements turned off that have a balance etc. Attention to detail and a proactive mindset is a must to maintain this accurately.  
8. Responsible for maintaining all KS Department of Ag Exemption Forms, Sales Tax Project Exemption Forms, and RUP License information in Customer Maintenance.
9. Maintain file for Federal Exemption Certificates (fuel) and review annually to ensure that certificates have not expired.
10. Create daily cash deposits.
11. Backup for other AR processes. 
12. Responsible for providing support to the location personnel in their counter sales and day end deposit routines. 
13. Undertake special projects as directed by the AR Manager and Controller.

Credit/Collections

1. Responsible for setting up new accounts in GP and AgWorld, along with maintaining address changes, name changes, investigate returned mail etc. 
2. Responsible for applying credit holds & processing past-due notices as directed by the Credit Manager.
3. Review and maintain finance charge flags and rates as directed by Credit Manager. 

20. Shared responsibility for posting CFA related transactions to AR as directed by the Credit Manager & AR Manager (help calculate sweeps/prepays/chargebacks/re-apply sweep payments/update CFA available balances in GP etc.) 

21. Write-off accounts at FYE as directed by the CFO for bankruptcies, bad debt etc.

PERSONAL PROTECTIVE EQUIPMENT:  

Appropriate personal protective equipment in restrictive areas.

REQUIRED EDUCATION AND/OR EXPERIENCE:

Two years of college level accounting or equivalent experience.

WORKING CONDITIONS:

Job involves work inside a climate-controlled office atmosphere.

This job description does not list all the duties of the job. You may be asked to perform other duties.

Management has the right to revise this job description at any time. The job description is not a contract for employment, and either you or the employer may terminate employment at any time, for any reason.