Accounts Receivable and Collections Specialist

Job Title:

Accounts Receivable and Collections Specialist

Pay Range: PG 9

Location:

Onalaska
EEOC Number and Classification: #8810, Professionals

Reports to:

Vice President

Job Function/NAICS: 339950

Status:
Non-Exempt

Date:
February 1, 2026

Description:

The Accounts Receivable and Collections Specialist is responsible for managing the full lifecycle of customer billing, receivables, and collections to ensure timely, accurate, and consistent cash flow for the organization. This role plays a critical part in invoicing, down payment tracking, sales tax calculation, commission reporting, and financial accuracy, while also serving as a backup for payroll processing.

This position requires strong attention to detail, clear communication skills, and the ability to work cross-functionally with sales, project management, and the accounting team to resolve discrepancies and maintain positive customer relationships.

What You'll Do:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This list of essential functions is not exhaustive and may be supplemented as necessary.

Invoicing & Receivables

• Prepare, review, and issue customer invoices accurately and on time
• Manage down payment invoicing, tracking, and application to final invoices
• Ensure invoices align with contracts, change orders, and project milestones
• Progress bill and submit final invoicing in conjunction with contractual requirements
• Maintain accurate AR aging reports and follow up on outstanding balances

Collections

• Proactively manage collections on past-due accounts in a professional and customer-friendly manner
• Communicate with customers regarding payment status, discrepancies, and resolutions
• Escalate delinquent accounts when appropriate and assist with payment plans or disputes
• Maintain detailed notes and documentation of collection efforts

Sales Tax & Compliance

• Calculate and apply correct sales tax rates based on project location and taxability
• Ensure compliance with state and local sales tax requirements
• Maintain accurate tax documentation and support reporting as needed

Sales Commission Reporting

• Calculate sales commissions based on approved sales and collections criteria (cash-in)
• Prepare commission reports for review by VP of Sales and payroll processing
• Work with sales leadership to resolve commission questions or discrepancies

Payroll Backup Support

• Serve as backup to the primary payroll specialist during absences
• Assist with payroll preparation, review, and processing as needed
• Maintain confidentiality and accuracy of employee payroll data

General Accounting & Support

• Assist with month-end close activities related to AR and revenue
• Reconcile customer accounts and resolve billing issues
• Support internal audits and documentation requests
• Identify process improvements to strengthen billing accuracy and cash flow

Working Conditions:

This position is primarily an administrative, office-based role that involves regular desk work, computer use, and phone communication during standard business hours. The Account Receivable and Collections Specialist will spend most of their time working in accounting and ERP systems, preparing invoices, reviewing reports, and communicating with internal teams and customers.

While the work environment is professional and collaborative, the role carries responsibility and pressure tied directly to the company's cash flow. Timely and accurate billing, diligent follow-up on outstanding receivables, and consistent collections efforts are critical to success in this position.

The role requires comfort with:

• Managing deadlines related to billing cycles and month-end close
• Handling difficult or sensitive conversations with customers regarding past-due balances
• Balancing professionalism and firmness when following up on payments
• Working through disputes, discrepancies, and delayed payments while maintaining positive customer relationships

At times, workload and urgency may increase around billing cycles, month-end, quarter-end, or when addressing aging receivables. The ability to stay organized, communicate clearly, and remain composed under pressure is essential.

This role is best suited for someone who values ownership, accountability, and autonomy, and who takes pride in helping the organization maintain strong financial health.

What You Need:

• Associate's or Bachelor's degree in Accounting, Finance, Business, or related field preferred
• 2+ years of experience in accounts receivable, billing, or collections
• Proficiency in accounting or ERP systems (e.g., Microsoft Business Central, Quick Books, etc.)
• Comfortable with:
• Invoicing ownership
• Customer follow-up
• Collections conversations
• Using ERP systems

• Experience calculating sales tax and commissions strongly preferred
• Payroll processing experience a plus
• Strong attention to detail and organizational skills
• Excellent written and verbal communication skills
• Ability to handle…