Accounts Receivable Clerk

Job Description: 

The Accounts Receivable Clerk is responsible for the review and collection of past due accounts, timely and accurate posting of payments, and set up and maintenance of accounts while maintaining a high level of customer service, improving cash flow and proper recording of financial information. This position will also serve as the company’s credit and sales tax department.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Customer Credit & Account Setup

·        Submit and process customer credit applications

o   Review for completeness verifying all information has been provided

o   Contact credit references and obtain credit information

o   Process credit review with agency

o   Present completed credit packet to Controller for review in order to set terms

o   Follow-up with references and customer prospect as needed

·        Set up new customer accounts in system

·        Update customer account information as changes occur

·        Perform an annual credit review of current customer base

Sales Tax Administration

·        Obtain and maintain sales tax status for all current and new customers

·        Maintain a file of customer exemption and resale certificates

·        Verify all sales tax exemptions and certificates are valid

·        Perform annual updates for expiring exemption and resale certificates

·        Setup and maintain sales tax rates in accounting system

·        Responsible for staying up-to-date with multi-state/local sales tax rules and regulations

·        Open new state or local sales tax accounts as needed

·        File sales tax returns and remit payment timely

Process Customer Payments

·        Retrieve daily batch reports from bank documenting payments received

·        Prepare deposits for any checks received via mail

·        Contact customers with proper payment information as needed  

·        Post cash receipts in accounting system and apply to proper invoices

·        Notify AR billing department when customer prepayments are received

Cash Collections

·        Collect payments on aged accounts receivable

o   Run the billing detail report for each company

§  Contact customer by phone or email to ensure their invoice was received in a satisfactory manner at 20 days from the invoice date

o   Run the AR aging report weekly

§  Contact all customers with invoices currently becoming due by phone or email for payment status

§  Contact all customers with invoices past due by phone for payment status

o   Document all customer collection efforts in the notes of the customer card in accounting system

§  Record customer contact in accounting system and create task for follow-up

·        Research payments that do not match invoices billed and/or outstanding on customers account

·        Researches and processes customer claims of invoice payment

·        Researches and processes charge backs, returns and bad checks

·        Maintain and distribute the “Flagged Customer Account Report”

Post Bank Transactions

·        Post Non-AR cash receipts to the general ledger

·        Post  ZBA transactions to the general ledger

·        Post LOC, bank fees, and other auto-drafts to the general ledger

Other duties

·        Assist Accounts Payable with data entry when needed

·        Assist with bank reconciliations

·        Maintain filing system for cash receipts and customer correspondence

·        Answer accounts receivable inquiries and follow-ups

·        Assists with related special projects, as required