TITLE: ACCOUNTS RECEIVABLE ADMINISTRATOR______ JOB CODE: FULL-TIME / REGULAR____________

DEPARTMENT: ACCOUNTING ______________________ LEVEL: SUPPORT STAFF____________________

Normal business hours of Monday – Friday, 8:00 AM – 5:00 PM, and overtime as needed.

PRIMARY RESPONSIBILITY:

As an Accounts Receivables Administrator, you will gain valuable experience in financial management and customer relations. This role offers a robust foundation in accounting principles, problem-solving, and data analysis. This role offers a clearly defined career path with opportunities for advancement and providing a solid foundation for long-term professional growth and success. Join our team and unlock your potential for growth and success in the dynamic field of accounting!

WHAT WE OFFER:

• A clearly defined career path with growth opportunities and goals for committed candidates.

• Generous PTO, 401K, and comprehensive health insurance.

• Continuous training and support to align with your career growth plan.

• One day of remote work per week after completing 90 days of employment.

PRIMARY ACCOUNTABILITIES:

Daily Responsibilities

• Review all client system invoices submitted over the previous two business days: document denials, rejections, adjustments, and resolutions. Inform the billing team of invoice submission errors and ensure invoice adjustments are actively worked or notify the billing manager if not. Assist in resubmissions for high-level issues.

• Receive daily checks deposited, document applications as required, and apply all payments in the local system.

• Transfer daily deposits into the ledger, review and research differences and rejections, and follow up with necessary research to resolve any issues.

• Conduct daily research regarding deposit amounts that remain in the unapplied account to determine payment application and/or refund status.

• Assist in daily research regarding payment misapplication issues and resolutions.

• Communicate daily with clients regarding the Weekly AR Aging Report about invoices in the 61-90, 91-120, and 121-150 aged buckets, and request payment status updates.

• Communicate daily with clients and management regarding the Weekly AR Aging Report about invoices in the 181 aged buckets and escalate issues as required regarding payment status.

• Research and request credit memos and write-offs for aged invoices for the following reasons:

o Accounting Follow-Up Error

o Firm Errors

o System Issues

o Write-Off – Client Refuses to Pay/Client out of Business

Weekly Responsibilities

• Run and report the Weekly A/R Aging Compare Report for the Management Team.

• Research and publish “client days to pay” and “client denied %” and assist with A/R metrics as needed.

• Meet weekly with direct reports regarding the status of invoices aged 60 days.

• Meet three times a month (every 10 days) with management regarding research, status, and communications on aged invoice client escalations for invoices aged 120 days.

Monthly/Quarterly Responsibilities

• Ensure that no invoice, unless truly collectible, goes past 365 days. Conduct research on invoices for the current month in the prior year, and document all research for potential write-offs or credit memos.

• Create and email Excel statement spreadsheets and PDF statements for all clients with invoices over 60 days old.

• Assist the G/L Team in monthly A/R reconciliation to ensure all invoices, credit memos, and write-offs are exported to the ledger and are reported accurately on the monthly balance sheet.

• Report client-specific reports on a semi-monthly, monthly, and quarterly basis.

Perform other related duties as required.

SKILLS / EXPERIENCE:

• HSD or equivalent. (Higher education courses in accounting and/or finance a plus.)
• Experience in Collections and/or Mortgage Servicing a plus.
• Minimum 3 years experience in accounts receivable position a plus.
• Proficient in MS Excel, Word, and Outlook.
• Strong communication skills (verbal and written).

CHARACTERISTICS:

• Eager to learn, naturally curious.
• Positive attitude and professional image at all times.
• Able to work cohesively with others or independently with little supervision.
• Highly dependable (attendance, daily responsibilities/tasks, and project deadlines).
• Competent in multi-tasking, prioritization, and maintain confidentiality.
• Very detail-oriented.
• Good decision maker. Understand when to take initiative or seek manager’s input.

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. Significant physical abilities include lifting up to 15 lbs. /carrying/sitting/standing for long periods of time, reaching/handling, talking/hearing conversations, near/far visual acuity/depth perception/field of vision. Specific vision abilities required by this job include close vision such as to read hand written or typed material and the ability to adjust focus. This position requires the individual to meet multiple demands from several people and interact with the public, government agencies and other staff.

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. The noise level in the work environment is low to moderate. Duties are performed indoors / office environment.