Job Description

Position Purpose:

Ensures the efficient operation of the company by performing day-to-day Accounts Receivable (AR) duties, in addition to other administrative, operational and clerical functions.                                                                

Supervisory Responsibilities:

None  

Essential Job Duties and Responsibilities:

Accounts Receivable Duties

• Prepares and issues AR invoices and billings to customers.  Ensures invoice accuracy and verifies that appropriate freight, taxes, service, and other charges are included.
• Receives payments and applies payments to customer accounts.  Reconciles received payments against accounts and notes any discrepancies. 
• Performs regular reconciliation of bank statements to ensure proper posting of all receipts.    
• Processes warranty return and other credits, discounts, and refunds and ensures that money is credited back to customer accounts.
• Regularly reviews aging report to identify accounts that are at risk for delayed or non-payment.  Monitors customer accounts for non-payment, delayed payment, overpayment and other irregularities.  Identifies accounts that are near or past due and communicates exceptions to management per company guidelines.  
• Calls on accounts to encourage payment.  Updates accounts with notes on when payment will be received.  Maintains holds on delinquent accounts.  Recommends accounts for collection to owner or manager.
• Contacts customers to resolve payment discrepancies.  Seeks authorization for write-offs (e.g. service charges) from management per company guidelines.
• Prepares checks for bank deposit using approved company methods.  
• Assists with reconciliation of cash drawer and processing deposits.
• Maintains accurate AR records and customer files.  Reviews files, records, and other documents to obtain information or to respond to requests.
• Prepares and maintains various reports requested by management.  Prints and distributes periodic financial reports.
• Assists with internal and external audit support if necessary.

Other Office Duties

• Performs day-to-day clerical and office functions as needed, which may include reporting, filing, data-processing, sorting incoming mail, answering phones, preparing written and electronic correspondence, coordinating activities, scheduling, monitoring and purchasing office supplies, and other clerical duties.
• May provide administrative and clerical support to management and other departments, which may include sales, operations, branch locations, purchasing, accounting and warranty processing.
• Assists with special duties and assignments as needed to support the efficient functioning of the store or group, as assigned by the Accounting Supervisor and/or Controller.

General Results and Responsibilities

• Adheres to all company policies, procedures, standards and business ethics codes.
• Maintains professional communication when interacting with customers and coworkers.  Treats all customers and coworkers with a helpful and courteous attitude.

Johnstone Supply believes that each employee’s contribution should not be limited by the assigned responsibilities.   Therefore, it is expected that each employee will offer his/her services wherever and whenever necessary to ensure the success of our endeavors.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience:  

Required:  

• High School Diploma / GED required OR equivalent combination of education and experience
• 1 year experience as a Bookkeeper, Accounts Receivable Clerk, or similar position.

Preferred:  

• Associates or Bachelors degree in business, accounting or related field
• 3 years related experience
• Experience working in a wholesale or retail environment

Job-Specific Knowledge, Skills & Abilities

Office Duties

• Skill in using email programs, internet browsers, and Microsoft Office Suite, particularly Excel.
• Knowledge of office equipment, including: fax, calculator, printer, copier and computers.
• Knowledge of business math (e.g. arithmetic, algebra, ratio, margin, discount, percentages, and interest computations).
• Knowledge of basic accounting fundamentals, sufficient to perform accounts receivable duties.
• Clerical skills sufficient to maintain organized work processes, files, and records.
• Ability to maintain motivation and performance while accomplishing routine tasks.
• Written and oral communication skills appropriate for professional communication.
• Excellent phone skills.
• Skill in providing exceptional internal and external customer service
• Skill in finding information using different types of resources.
• Excellent organizational skills.
• Ability to adapt to a wide variety of changing tasks and situations.
• Accuracy and strict attention to detail.

Personal Effectives

• Problem-solving skills: listening to, interpreting, and meeting the needs of others; diagnosing and rectifying problems.
• Skill in following through on commitments.  
• Ability to manage time in a deadline driven environment.
• Adapt quickly to changing priorities.
• Ability to work independently with some direction.
• Strong ability to multitask and skill in prioritizing work.

• Ability to maintain a positive and friendly demeanor in a stressful and fast paced environment.

• Ability to work efficiently and with a sense of urgency.

Expected Work Behaviors:

• Keeps the company’s best interests in mind at all times.
• Maintains ethical standards at all times.
• Maintains a professional personal appearance.

Physical Demands & Work Environment:

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands: While performing the duties of this job, the employee is regularly required to stand; sit for long periods of time; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.  

Work Environment:  Most work is performed in an office environment with frequent interruptions using phone and computer; however, the job requires occasional work in warehouse and/or storefront environments.