What are the responsibilities and job description for the Accounting Assistant / Receptionist position at IMMEDIATE MAILING SERVICE INC?

Job Description

Accounting Assistant / Receptionist

Department : Finance

Reports to : VP of Finance

Location : Liverpool

Full-Time : A typical work schedule is standard business hours, 8 : 30 a.m.– 5 : 00 p.m., with the flexibility to handle escalations or support during peak times or special projects.

Pay Schedule : Weekly

Non-Exempt : Compensation starts at $40,000 to $43,500 annually, depending on experience.

Benefits : Begin the first day after the first two full months of employment

The salary range reflects the anticipated compensation for the role and may vary based on several factors, including experience, education, specific skill sets, tenure, and overall fit. We value each person’s contributions and understand that every role has unique requirements that influence compensation; however, different roles may require different levels of expertise and qualifications, which can affect compensation. While we strive to maintain fairness and consistency across the organization, differences in responsibilities, qualifications, and market conditions may result in varied compensation levels. Our goal is to ensure that compensation remains equitable, aligned with the demands of each position, and reflective of each employee’s unique value.

Position Summary

The Accounts Receivable Billing Specialist plays a crucial role in ensuring accurate and timely billing processes, maintaining customer accounts, and managing collections to optimize cash flow. This position requires exceptional attention to detail, analytical skills, and a strong understanding of accounting principles.

Essential Functions

The essential functions include, but are not limited to, the following :

Prepare and send accurate customer invoices based on contractual terms and service completion.

Generate financial reports related to accounts receivable and billing as needed.

Collaborate with internal departments to resolve billing discrepancies and ensure customer satisfaction.

Assist with month-end closing activities, including account reconciliations.

Updates databases and spreadsheets in the accounting system.

Prepares and processes weekly billing.

Enters data into Netsuite and spreadsheets.

Creates general ledgers if needed for new customers.

Enters USPS rebates.

Answers the phones; greets and signs in visitors and directs them to the correct person.

Performs other duties as assigned.

Key Performance Indicators (KPIs)

Accuracy and timeliness of data entry for invoices and customer accounts.

Efficient handling of cash receipts and bank processing.

Professional and welcoming interactions with visitors and phone callers.

Proper filing and maintenance of financial documents.

Ability to meet deadlines while managing multiple tasks.

Additional Responsibilities

Employees may be required to perform duties outside their primary responsibilities or assigned department, as reasonably requested by management. These duties may occasionally occur outside regular working hours, provided they align with applicable labor laws.

On-Call Requirements

If you are called in to work outside your regular schedule, you are expected to work at least four hours unless otherwise directed by management.

Decision Making

Makes limited decisions within clearly defined parameters and under the guidance of supervisory personnel.

Independence of Action

Works under direct supervision; tasks and duties are assigned and reviewed frequently.

People Management

Not responsible for supervising others.

Physical Demands

The physical demands described here represent those that an employee must meet to perform the essential functions of this position successfully.

Work is performed in an office setting with standard office equipment.

Minimal physical demands include sitting for extended periods and occasional lifting up to 25 pounds.

Minimum Qualifications

A high school diploma or GED is required, and an associate degree is preferred.

Prior experience utilizing Excel is required.

Proficiency with accounting software (e.g., NetSuite) is preferred.

General knowledge of office procedures and accounting practices.

Strong analytical, organizational, and problem-solving skills.

Excellent interpersonal skills with a commitment to confidentiality.

Proficiency in Microsoft Exchange, Outlook, and MS365.

Ability to learn and grow with the business as a team player.

Note

This job description in no way states or implies that these are the only duties to be performed by this position's employee(s). Employees will be required to follow any other job-related instructions and perform any other job-related duties requested by anyone authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements. They are subject to possible modification to accommodate individuals with disabilities reasonably.

Immediate Mailing Services, Inc. is an equal opportunity employer and values diversity. Immediate Mailing Services, Inc. is a drug-free workplace that is compliant with applicable ADA regulations. Immediate Mailing Services Inc. is an Equal Opportunity-Affirmative Action Employer – Minority / Female / Disability / Veteran / Gender Identity / Sexual Orientation / Age / Immigration status / Criminal Convictions or any other protected class / status. Immediate Mailing Service Inc. is committed to diversity and inclusion. We seek employees and customers from all backgrounds to join our teams, and we encourage them to bring their authentic, original, and best selves to work. Our employees are expected to do the same. All employment decisions are based on qualifications, merit, and business needs. The company is an equal opportunity employer, a drug-free workplace, and complies with ADA regulations as applicable, including Veterans Disabled.

To perform this job successfully, the employee(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to their health, safety, or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an at-will relationship.

Salary : $40,000 - $43,500

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Accounting Assistant / Receptionist

What are the responsibilities and job description for the Accounting Assistant / Receptionist position at IMMEDIATE MAILING SERVICE INC?

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