AR Rep I

JOB PURPOSE AND SUMMARY
Monitor accounts receivable ledger for company in order to keep customer balances current.  Contact customers for payment status and collect past due account balances. Support and relieve management of clerical work, administrative business detail and general accounting tasks. A certain degree of creativity and latitude is required.  

Support the review, understanding and compliance of all programs, policies and procedures contained in the Food Safety and Quality Management System.

DUTIES AND RESPONSIBILITIES

% OF ITEM TIME JOB FUNCTIONS

1.    70%     A/R processing 
•    Make collection calls to customers regarding past due invoice and short pays on a weekly basis to ensure proper cash flow.  
•    Make notes in ERP System for each contact made for past due invoices or deductions.
•    Investigate and resolve A/R problems or discrepancies, such as deductions and short pays. 
•    Prepare write-off requests for approval when necessary and enter into Workflow in ERP System.
•    Work with Controller to determine and affect credit hold/release of customer sales orders.    
•    Prepare collection plan on all delinquent accounts on a weekly basis.  Report issues with A/R collections to management in a timely manner. 
•    Keep track of all customer credit limits and monitor their volume to insure credit limit is correct. 
•    Recommend credit limit adjustments to Controller as need is perceived.
•    Maintain customer master file and ensure it contains all credit related information on customer (signed credit app, credit insurance approval, etc).
•    Represent point of contact for customer service and sales department to provide credit applications for new customers.
•    Determine sales volume of new customers (request from Sales), prepare request for credit insurance and forward to KIUS.
•    Upon credit approval, make sure customer is setup with appropriate terms and credit limit.  Work with Controller to ensure new customer’s credit terms are setup correctly. 
•    Confirm intercompany account with KIUS is in balance at month end.
•    Work with accountant to confirm A/R sub ledger agrees to balance sheet at month end. 
•    Track pay in advance customers that have open orders to ensure receipt of payment prior to releasing their order for shipment.
•    Be available to help with month end and year end closing of the books
•    Prepare year end files for storage.

2.    20%   Freight and other invoice processing
•    Represent point of contact with 3rd party freight company to ensure freight invoices are paid.
•    Prepare payment request to 3rd party freight company for invoices that are going to be paid based on information provided by 3rd party freight company.
•    Enter/vouch invoice(s) to be paid to 3rd party freight company.
•    Record freight costs on spreadsheet to track actual vs planned costs
•    Prepare freight journal entry accrual at month end for all outbound freight that we have not received invoice for.
•    Assist with other A/P invoice vouching as needed.
•    Prepare manual or regular checks in A/P clerk’s absence or as needed.
•    Prepare and Import ACH payments for Vendors/Employees to ACH with Bank in A/P Clerk’s absence or as needed.
•    Assist A/P Clerk as needed in preparing check package to be sent to KIUS.

3.      5% Receptionist & Accounting Assistant.
•    Perform duties as receptionist by answering main phone, greeting visitors, etc,.. (See Receptionist job description). 

4.       5% Other clerical duties as required by Controller.

TOTAL   100%

POSITION DIMENSIONS AND QUALIFICATIONS

Internal Contacts:
    Controller, Accounting Dept. personnel, VP of Operations, Customer Service personnel, Shipping/Receiving personnel, Production Clerk, HR personnel, and Sales Dept. personnel.
    
External Contacts:
    Vendors, Customers

Education Level and Focus:
    High school diploma. AA in accounting or business is preferred.   

Years and Type of Related Experience Required:
4-6 years related experience or equivalent combination of education and experience.

Skills and Abilities:

Uphold Kagome's Values:
Employee works well with others as a team and treats others with respect. Conducts self in a professional manner and exhibits the highest level of integrity. Maintains a positive attitude through good working relationships with our customers, visitors, and co-workers that emphasizes our commitment to good customer service.

Employee Retention:
     Build a culture employees and/or co-workers want to be a part of. Be helpful to others and work as a team toward company goals. Participate in an exceptional onboarding experience for new hires and ensure they have the necessary tools to succeed in their roles by welcoming and assisting them

Interpersonal and Communication:
Effectively communicate with management, co-workers and external contacts, telephone skills. Must be able to communicate effectively with co-workers and management team. 

Technical and Analytical:
Typing, PC and assorted software programs such as Excel and word processing, 10 key, operate general office equipment (e.g. copier, fax machine, typewriter). Ability to gather, analyze and identify appropriate variances.
    
Administrative and Operations:
    Organize job responsibilities to complete work on a timely basis.
Physical Demands:
Ability to sit and work in front of a computer terminal for long periods (may sit for approx. 7 hours with 2 hour intervals being in a stationary sitting position).  May lift up to 25 lbs.
        
Work Environment:
    Office environment with low to moderate noise levels.  May be required to go in     to warehouse area with high noise levels, wet floors, forklift and pedestrian     traffic, extreme hot/cold climate. This is a Safety Sensitive Position.
 
Special Equipment Used:
Computer with emphasis on spreadsheet skills, copier, fax machine, 10-key, and typewriter

Special Requirements:
Willing to work overtime, holidays, and weekends as requested.

Attendance:
    Ability to be punctual and have regular attendance.  Ability to work overtime.  Must be present during first 7 working days following end of month to assist in financial statement preparation for prior month.  All appointments, vacation and other time off will not be approved during this time. Reliability and acceptable attendance is required. It is critical to be punctual and arrive on time for work and to meetings (if applicable).   

Productivity:
Must consistently fulfill job responsibilities, knowing how to prioritize tasks and manage time effectively.  If authorized to work remotely, must maintain the same levels of productivity and communication as they would in the office.