What are the responsibilities and job description for the Accounts Receivable Specialist I position at Southeastern Surveying and Mapping?
POSITION SUMMARY
The Accounts Receivable (AR) Specialist I is responsible for generating client invoices, processing payments, and supporting the effective management of customer billing activities. This role involves analyzing account information, resolving billing issues, and contributing to the reduction of aging receivables. The AR Specialist I works under the close supervision and guidance of the AR Manager to ensure accuracy, timeliness, and compliance with established procedures.
ESSENTIAL FUNCTIONS
- Process invoices in accordance with SSMC’s standard policies and customer-specific requirements.
- Post customer payments, including ACH, wire transfers, cash, checks, and credit card transactions.
- Verify and enter revenue transactions to ensure accurate posting.
- Prepare and process Liens, Notices to Owners (NTOs), and Full/Partial Releases.
- Investigate and validate account discrepancies by obtaining information from internal teams and external customers, resolving issues promptly.
- Resolve authorized deductions by preparing and entering corrections to customer accounts.
- Review customer account history to determine when collection letters should be issued for delinquent accounts.
- Research, document, and negotiate chargeback claims.
- Generate invoices and reports for complex clients or specialized transactions.
- Maintain accurate cash application records and ensure proper posting of payments to outstanding invoices.
- Assist in reducing balances within the assigned AR portfolio through consistent follow-up and account monitoring.
- Provide weekly and monthly reporting to the AR Manager regarding the status, trends, and potential risks within the assigned portfolio.
- Administer records management policies and procedures to maintain complete, orderly, and compliant working files and archives.
- Review and evaluate records for proper retention in accordance with regulatory and internal guidelines.
- Deliver customer service related to billing, payment discrepancies, and collection inquiries.
- Request and pursue payment on delinquent accounts through timely communication with account holders.
- Follow established guidelines to review, update, and maintain accurate account status.
- Maintain logs of payment arrangements, account notes, and follow-up schedules.
- Engage AR management and the Director of Finance when escalation is required to support collection activities.
- Utilize internal systems, databases, and external resources to locate account holders with delinquent balances.
- Discuss past-due balances with customers, identify reasons for delayed payment, and attempt to negotiate appropriate repayment plans; provide referrals to financial assistance resources when applicable.
- Adhere to all federal and state debt collection laws and regulations to ensure compliant and transparent collection practices.
- Perform additional duties as assigned by management.
- Maintain excellent customer relations through professional and respectful communication.
- Perform light office duties—including filing, copying, and scanning—as needed.
EDUCATION / EXPERIENCE
- High school diploma or equivalent required; an Associate’s or Bachelor’s degree in Accounting or a related field is preferred.
- Must be a team-oriented, proactive, and self-motivated individual with strong problem-solving abilities and excellent oral, written, and organizational skills.
- One (1) year of hands-on accounting experience, preferably in Accounts Receivable.
- Proficiency with Microsoft Excel, Outlook, PowerPoint, and Word.
- Working knowledge of financial reporting or accounting software systems.
SKILLS & ATTRIBUTES
- Excellent verbal and written communication skills.
- Proficiency in Microsoft Office Suite and familiarity with accounting software programs.
- Ability to operate standard office equipment, including computers, 10-key calculators, and copy machines.
- Experience handling and safeguarding sensitive or confidential information.
- Ability to perform effectively in a fast-paced, deadline-driven environment.
- Strong negotiation and conflict-resolution skills.
- Ability to anticipate work needs and interact professionally with internal and external customers.
- Exceptional organizational skills with high attention to detail and accuracy.
- Strong mathematical aptitude.
- Notary Public certification preferred.
PHYSICAL REQUIREMENTS
- Requires a valid driver license and must maintain eligibility to drive as per the Company Vehicle Policy.
- Must occasionally lift or move up to 10 pounds.
- Regularly required to sit, talk and/or listen.
- Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
WORK ENVIRONMENT
The noise level in the work environment is usually moderate.
NOTE: This job description is not intended to be all-inclusive.
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