Accounts Receivable and Accounts Payable Specialist

Under the supervision of the Controller, the Accounts Receivable Specialist will be responsible for the company’s accounts receivable, including reviewing and recording incoming deposits in accordance with determined procedures and deadlines. This position requires an organized and highly motivated team player with strong initiative, excellent communication skills, and precision executing directions and completing tasks. This person will also be responsible for assisting the Accounts Payable department as needed. 

Position Purpose:
Ensures the efficient operation of the company by performing day-to-day Accounts Receivable (AR) duties, in addition to other administrative, operational and clerical functions in both A/R and A/P

Subordinate Summary:
No Supervisory Responsibilities 

Essential Job Results and Responsibilities:

Accounts Receivable Duties

1. Prepares and issues AR invoices and billings to customers.  Ensures invoice accuracy and verifies that appropriate freight, taxes, service, and other charges are included.
2. Receives payments and applies payments to customer accounts.  Reconciles received payments against accounts and notes any discrepancies. 
3. Performs regular reconciliation of bank statements to ensure proper posting of all receipts.    
4. Processes warranty, return and other credits, discounts, and refunds and ensures that money is credited back to customer accounts.
5. Regularly reviews aging report to identify accounts that are at risk for delayed or non-payment.  Monitors customer accounts for non-payment, delayed payment, overpayment and other irregularities.  Identifies accounts that are near or past due and communicates exceptions to management per company guidelines.  
6. Calls on accounts to encourage payment.  Updates accounts with notes on when payment will be received.  Maintains holds on delinquent accounts.  Recommends accounts for collection to owner or manager.
7. Contacts customers to resolve payment discrepancies.  Seeks authorization for write-offs (e.g. service charges) from management per company guidelines.
8. Prepares checks for bank deposit using approved company methods.  
9. Assists with reconciliation of cash drawer and processing deposits.
10. Maintains accurate AR records and customer files. Reviews files, records, and other documents to obtain information or to respond to requests.
11. Prepares and maintains various reports requested by management.  Prints and distributes periodic financial reports.
12. Assists with internal and external audit support if necessary.

Other Office Duties

1. Performs day-to-day clerical and office functions as needed, which may include: reporting, filing, data-processing, sorting incoming mail, answering phones, preparing written and electronic correspondence, coordinating activities, scheduling, monitoring and purchasing office supplies, and other clerical duties.
2. May provide administrative and clerical support to management and other departments, which may include: sales, operations, branch locations, purchasing, accounting and warranty processing.
3. Assists with special duties and assignments as needed to support the efficient functioning of the store or group, which may include tasks such as: creating flyers and promotional materials, updating Website, and preparing specialized forms, documents or reports.

General Results and Responsibilities

1. Adheres to all company policies, procedures, standards and business ethics codes.
2. Maintains professional communication when interacting with customers and coworkers.  Treats all customers and coworkers with a helpful and courteous attitude.

Johnstone Supply believes that each employee’s contribution should not be limited by the assigned responsibilities.  Therefore, it is expected that each employee will offer his/her services wherever and whenever necessary to ensure the success of our endeavors.