Accounts Receivable Specialist

Accounts Receivable Clerk

The Accounts Receivable Clerk is responsible for supporting the company’s cash flow, customer account accuracy, and overall financial controls by processing customer invoices, applying payments, monitoring outstanding balances, and assisting with collection follow-up. This position requires strong attention to detail, professional communication skills, and the ability to work effectively with customers, sales, shipping, customer service, and operations teams.

The Accounts Receivable Clerk reports directly to the Controller and plays an important role in maintaining accurate receivable records, supporting timely collections, resolving billing discrepancies, and ensuring that transactions are processed in accordance with company policies and internal control requirements.

• Generate, review, and issue customer invoices in accordance with shipment records, customer purchase orders, sales orders, contracts, and company billing procedures.
• Post and apply customer payments accurately to open invoices, including checks, ACH, wire transfers, credit card payments, and lockbox activity as applicable.
• Monitor the accounts receivable aging report and follow up on past-due balances in a timely, professional, and consistent manner.
• Communicate with customers regarding billing questions, payment status, short payments, deductions, credit memos, and disputed invoices.
• Research and resolve discrepancies related to pricing, freight, taxes, quantities shipped, returns, credits, and customer remittance details.
• Coordinate with customer service, sales, shipping, and operations personnel to resolve invoice disputes and ensure customer accounts remain accurate.
• Prepare and maintain customer account reconciliations, including documentation of outstanding balances, unapplied cash, credits, chargebacks, and collection status.
• Assist with daily cash receipts reporting, bank deposit support, and reconciliation of incoming payments to bank activity.
• Maintain organized accounts receivable records, including invoices, payment support, correspondence, collection notes, credit documentation, and audit support.
• Support month-end close activities by preparing receivable reports, reconciling subledger activity, reviewing unapplied cash, and assisting with required journal entry support.
• Escalate significant collection concerns, credit risks, customer disputes, or unusual account activity to the Controller.
• Assist with customer master data maintenance, including billing addresses, tax exemption certificates, payment terms, contact information, and documentation updates.
• Follow established accounting policies, internal controls, approval requirements, and segregation-of-duties procedures.
• Provide documentation and support for internal reviews, external audits, customer account inquiries, and special projects as requested.
• Identify opportunities to improve billing accuracy, cash application efficiency, collection follow-up, and receivable reporting processes.

• High school diploma or equivalent required; associate degree in Accounting, Business Administration, Finance, or related field preferred.
• One to three years of accounts receivable, billing, cash application, collections, bookkeeping, or general accounting support experience preferred.
• Experience in a manufacturing, distribution, or business-to-business environment preferred.
• Working knowledge of customer invoicing, payment application, account reconciliation, and receivable aging processes.
• Proficiency with Microsoft Excel, Outlook, and accounting or ERP systems.
• Ability to handle confidential financial information with accuracy, discretion, and professionalism.

• Prior experience with Microsoft Dynamics 365 or another manufacturing ERP system.
• Familiarity with sales order processing, shipping documentation, customer purchase orders, freight billing, credit memos, and returns processes.
• Experience supporting month-end close, customer account reconciliations, audit requests, or cash forecasting activities.
• Basic understanding of sales tax documentation, resale certificates, customer payment terms, and credit hold procedures.

• Strong attention to detail and ability to process financial transactions accurately.
• Excellent organizational skills with the ability to manage multiple priorities, deadlines, and customer accounts.
• Professional written and verbal communication skills, including the…