Accounts Receivable & Collections Clerk

Summary/Objective

The Accounts Receivable & Collections Clerk is responsible for managing the full accounts receivable lifecycle, with an emphasis on proactive collections, account resolution, and maintaining accurate financial records. This position ensures timely payment on outstanding invoices, communicates with customers regarding delinquencies, resolves account discrepancies, supports AR reporting, and protects the financial integrity of The Food Source International (TFSI). The role requires strong customer service skills, professional follow-up, and adherence to internal policies and accounting standards.

The Accounts Receivable & Collections Clerk is responsible for managing the full accounts receivable lifecycle, with an emphasis on proactive collections, account resolution, and maintaining accurate financial records. This position ensures timely payment on outstanding invoices, communicates with customers regarding delinquencies, resolves account discrepancies, supports AR reporting, and protects the financial integrity of The Food Source International (TFSI). The role requires strong customer service skills, professional follow-up, and adherence to internal policies and accounting standards.

• Monitor aging reports daily and conduct outreach to pastdue customers via phone, email, and written correspondence.
• Initiate collection activity on delinquent accounts; establish payment plans when appropriate.
• Generate and send reminder notices, demand letters, and formal collection escalations as necessary.
• Review, research, and resolve AR discrepancies, shortpays, credit memos, and unapplied payments.
• Document collection activity, customer communication, and resolution outcomes in the accounting system.
• Coordinate with Sales, Customer Service, and Operations to resolve invoice disputes or deliveryrelated issues impacting payment.
• Submit corrections to credit reporting or customer records when necessary.

• Process customer invoices accurately in accordance with terms and shipping documentation.
• Record incoming payments (checks, ACH, wire, credit card) and ensure proper allocation to accounts.
• Prepare bank deposits and support daily cash posting.
• Maintain detailed customer account files and digital documentation in alignment with audit practices.

• Maintain weekly and monthly AR/collections metrics for leadership review.
• Assist with monthend close by reconciling AR balances and preparing summaries of delinquent accounts.
• Follow internal guidelines regarding credit holds, payment terms enforcement, and escalation procedures.
• Remain knowledgeable regarding state and federal collection regulations and company policy requirements.

• Provide exceptional service in all customer interactions while upholding company standards.
• Support the accounting department with related duties including filing, scanning, system updates, or data entry.
• Perform other duties as assigned.
• The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.

• Strong knowledge of accounts receivable, invoicing, and collections practices.
• Excellent communication skills; able to address late payments professionally and tactfully.
• Ability to interpret account histories, reconcile balances, and recommend resolution paths.
• Skilled in Microsoft Excel, accounting systems, and digital documentation.
• Strong time management with the ability to prioritize multiple accounts and deadlines.
• Critical thinking, problem resolution, and followthrough to completion.

• High School Diploma or GED required;
  Associate’s or Bachelor’s in Accounting/Finance preferred.
• 23 years of A/R and/or collections experience required, preferably in a businesstobusiness environment.
• Experience with accounting software (Quick Books, Sage, Net Suite, etc.)…