Accounts Receivable Specialist

Polaris Direct is a nationally acclaimed direct marketing services and printing company specializing in high-volume 1:1 direct marketing campaigns for Fortune 500 companies and agencies. Through a consultative approach, our team creates multi-channel marketing campaigns designed for efficiency and ROI. Polaris Direct was founded in 2003 as a woman-owned company and enjoys an A+ rating from the Better Business Bureau.

Job title

Accounts Receivable Specialist

Reports to

Controller

Job purpose

The Accounts Receivable Specialist supports the Controller by performing a variety of accounting and financial administration functions, with primary responsibility for accounts receivable and client billing. This position is responsible for preparing and processing client invoices, maintaining accurate accounts receivable records, applying and reconciling payments, monitoring outstanding balances, and assisting with the collection of delinquent accounts. This position also serves as a backup to the receptionist and ensures that financial transactions are completed accurately, timely, and in accordance with Company policies and accounting standards.

Qualifications

• Associate degree in Accounting, Finance, Business Administration, or a related field from an accredited college, university, or technical school, or an equivalent combination of education and relevant work experience.
• Minimum of five (5) years of experience in an accounting, accounts receivable, billing, bookkeeping, collections, or finance-related role.
• Basic knowledge of accounting principles, accounts receivable processes, billing procedures, account reconciliation, and financial recordkeeping.
• Experience using accounting software and Microsoft Office applications, including Microsoft Excel.
• Strong mathematical and analytical skills with the ability to identify and resolve discrepancies.
• Strong attention to detail with the ability to maintain a high level of accuracy.
• Ability to organize, prioritize, and manage multiple tasks while meeting established deadlines.
• Strong verbal and written communication skills with the ability to work effectively with employees, customers, vendors, and other business partners.
• Ability to communicate professionally and courteously while remaining appropriately firm when addressing outstanding balances or resolving account concerns.
• Ability to maintain confidentiality and handle sensitive client, financial, employee, and Company information with discretion.

Working Conditions

This position is performed primarily in a professional office environment and requires frequent use of a computer, telephone, and other standard office equipment. This position requires the ability to work in a fast paced and ever-changing environment while demonstrating accuracy and thoroughness. It requires the ability to work cooperatively with multiple departments in house. It requires the ability to be accommodating, and communicative yet firm when needed. 

Employees are expected to complete all required HIPAA, Information Security, Workplace Safety, other compliance training and demonstrate an understanding of the importance of protecting confidential client, employee, and Company information. Additionally, this position requires you to be open to accepting feedback and be comfortable in a team environment and resilient in the face of adversity.   

 Duties and responsibilities

• Review completed client jobs, job tickets, financial records, and supporting documentation for accuracy, completeness, appropriate approvals, and proper billing information.
• Coordinate with internal departments to obtain the information and supporting documentation necessary to prepare accurate and timely client invoices.
• Prepare, process, and distribute client invoices in accordance with job specifications, customer requirements, Company procedures, and established billing schedules.
• Classify, record, and maintain accounts receivable transactions in accordance with generally accepted accounting principles (GAAP), Company procedures, and internal controls.
• Record and apply customer payments accurately and reconcile payments to outstanding invoices and customer accounts.
• Maintain accurate records of open invoices, outstanding balances, customer payments, credits, and account adjustments.
• Monitor accounts receivable aging and maintain accurate records of delinquent accounts.
• Follow up with customers regarding outstanding and past-due balances in a professional, timely, and appropriately firm manner.
• Research and resolve billing questions, payment discrepancies, invoice disputes, and account reconciliation issues by communicating with customers and internal departments.
• Reconcile and process customer refunds and postage fund liabilities accurately and timely.
• Assist with fixed-asset processing, recordkeeping, and related accounting functions.
• Maintain organized accounting records, financial files, customer correspondence, and supporting documentation.
• Serve as backup to the receptionist during designated lunch periods, breaks, and other coverage needs.
• Support month-end and year-end accounting activities, audits, and other Finance Department initiatives as assigned.
• Perform other accounting, finance, and administrative duties as assigned by the Controller.