Accounts Receivable Specialist

Responsible for sales order invoicing, accounts receivable support, and related accounting functions to ensure accurate and timely billing, payment tracking, and collection of customer invoices. This position reviews sales orders, contracts, purchase orders, and supporting documentation; prepares and processes invoices, credit memos, cash receipts, and sales tax documentation; and supports month-end reconciliations and reporting. The role also maintains contract vehicle and service invoicing records, resolves customer billing and payment issues, and collaborates with sales, accounting, and other internal teams to deliver exceptional customer service and support efficient business operations.

Primary Position Tasks: Listing of the primary tasks the position will be responsible for

• Convert sales orders to sales invoices
• Review all documentation supporting a sales order for invoicing, including documentation for sales tax, freight, or misc. charges added on for customer invoicing
• Review sales contracts and customer purchase orders
• Ensure tracking detail in sales order is correct for invoicing
• Invoice preparation by postage, email, and/or electronic invoicing
• Follow-up with sales and/or associates for timely invoicing
• Maintain relations with customers and solve pay issues
• Follow-up on receiving reports and invoice issues
• Maintain all documentation relating to sales invoicing and collections
• Maintain sales credit memos and data entry
• Maintain cash receipts data and input
• Maintain Contract Vehicle (SEWP, GSA, etc.) detail and data input
• Perform Month End reconciliation reports and journal entries
• Process sales tax documentation
• Maintenance contracts and incremental (monthly, quarterly, etc.) invoicing for Support Services, Professional Services, and Managed Services orders
• Customer credit card processing
• Processing of credit memos in Navision
• Processing of new customer card requests
• Provide backup for other accounting staff during their absence
• Answer phones as determined necessary to back up Sales reps. and Sales associates.
• Participate as a volunteer committee member
• Working with phone system / office equipment
• Tracking of payments and shipments via Internet websites

Minimum Education/Certification/Experience Requirements:

• High school diploma or equivalent; some college-level work preferred
• Relevant work experience may be substituted for college-level work
• 2-3 years of AR experience preferred

Knowledge, Skills and Abilities:

• Computer keyboarding skills and general computer knowledge
• Basic math skills and understanding accounting methods
• Good organizational and prioritization skills
• Working knowledge of all aspects of Navision related to position; we also use Deltek CostPoint system
• Prior strong working knowledge of: Microsoft Outlook / Office (Excel, Word)
• Internet research for invoicing and collections
• The understanding, knowledge, and the reading of customer contracts for invoice processing and payment collection
• The understanding and knowledge of customer related websites for invoice submissions
• Good communication skills via phone, email, and/or face to face with both internal and external customers in an efficient and clear manner

Essential Elements (Mental; Physical; Equipment used):

• Ability to attend work for all regularly scheduled hours
• Ability to work extended hours as necessary, particularly during “busy season” – September 1st extending into December and month-end
• Sit for extended periods of time at computer terminal
• It is anticipated the Accounts Receivable Specialist will follow a timely process of helping to collect outstanding payments owed to Red River as this is important in providing the high quality of customer service expected from this position.

Special Requirements:
This candidate will be willing to travel for training courses pertaining to the job duties.