What are the responsibilities and job description for the Accounts Receivable Specialist position at Yates Industries Inc?
Job Title: Accounts Receivable Specialist
Department: Accounting
FLSA Status: Non-Exempt
Position Overview:
The Accounts Receivable Specialist is responsible for managing the daily functions of the Accounts Receivable department for a multi-location manufacturing operation. This position also provides backup support to the Administrative Assistant and Accounts Payable personnel. Responsibilities include invoicing, collections, credit processing, reporting, documentation, customer communication, and general office and accounting support to ensure accuracy and efficiency in accounts receivable operations.
Essential Duties: (Additional duties may be assigned as required.)
- Perform accounts receivable invoicing for all locations in accordance with established procedures.
- Add applicable box charges to invoices and close job orders on the shipping list as needed.
- Pull required paperwork from the open sales order drawer and/or generate invoices using the Shipped Goods Not Invoiced report.
- Distribute invoice copies to customers and distributors using their preferred delivery method, including uploading invoices to customer-specific online portals.
- Verify accuracy of customer billing information and confirm correct “bill-to” addresses.
- Review accounts receivable aging weekly for all locations and initiate collection contact via phone, email, or other preferred customer methods.
- Document collection activities and customer correspondence in M2M.
- Collaborate with sales personnel and management as needed to resolve past-due or disputed accounts.
- Research and address invoicing, payment, and account discrepancies.
- Monitor orders exceeding customer credit limits and place accounts on or off credit hold as appropriate.
- Notify upper management when accounts exceed 90-day terms or present significant risk.
- Communicate daily with the Accounting Assistant regarding collection status, postings, and account issues.
- Perform customer and distributor credit reference checks for new or inactive accounts.
- Consult with the Controller on credit approval decisions and establish or update credit limits.
- Review and update existing customer credit limits as needed.
- Perform weekly audits of open job order, WIP, and shipping reports.
- Serve as backup for processing deposits (checks, EFT, credit card, and intercompany payments) for all locations.
- Maintain regular communication with the accounting team to support coordinated workflow.
- Provide general accounting and administrative support as needed, including AR, AP, data entry, reporting, filing, phone coverage, and clerical responsibilities.
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above, and 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.
Language Ability:
Ability to read/write English and interpret documents such as accounting reports, process and procedure instructions, as well as safety rules. Ability to write routine reports and correspondence. Ability to speak effectively with co-workers and customers of the company.
Math Ability:
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages. Ability to apply concepts of basic accounting.
Reasoning Ability:
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Computer Skills:
To perform this job successfully, an individual should have knowledge of Microsoft Word, Microsoft Excel, Made2Manage, Internet Explorer, and Microsoft Outlook.
Education/Experience:
High school diploma or general education degree (GED); and minimum two years related experience and/or training; or equivalent combination of education and experience.
Knowledge, Skills and Other Abilities:
- Accounts receivable knowledge
Physical Demands:
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.
While performing the duties of this job, the employee is regularly required to sit, use hands, reach with hands and arms, and talk or hear. The employee is frequently required to stand and walk. The employee must occasionally lift and/or move up to 10 pounds.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is required to wear safety glasses and hard sole/close toed shoes with a low heel when walking through the manufacturing shop and/or repair shop whether as part of performing their job or just passing through. In addition, long hair must be tied back when around hazards of flame, machinery, or equipment. The noise level in the work environment is usually low to moderate.
Yates Industries, Inc. is an equal employment opportunity employer and provides employment and advancement opportunities to its employees without discrimination because of race, color, religion, sex (including pregnancy and conditions related to pregnancy), sexual orientation, transgender status, weight, height, age, marital status, national origin, citizenship, disability, genetic makeup, military or veteran status, misdemeanor arrest record (not resulting in conviction) or any other protected characteristic as established by law. This policy of equal employment opportunity applies to all policies and procedures relating to recruitment and hiring, compensation, employee benefits, promotional opportunities, disciplinary decisions, termination and all other terms and conditions of employment.