Collections Specialist

Under general direction is responsible for administering credit policies, invoicing, cash posting, collecting receivables, and resolving credit disputes internally and with external customers. Interaction normally takes place with coworkers and other peer groups at various levels of management to resolve credit problems. Assignments are broad in nature and require moderate judgment in problem resolution.

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

Exercise of judgment, discretion, and tact in all business matters and business relationships is required. Strong interpersonal skills and the ability to maintain clear and cooperative working relationships with co-workers and demonstrate regular attendance and punctuality are essential. The organization’s leadership promotes collaborative problem solving in both formal and informal work teams. Participation in and contribution to teamwork within the organization is required.

Additional requirements include experience in an administrative position with solid familiarity with databases, spreadsheets, and collection procedures. Necessary interpersonal skills include being a self-starter, motivated, creative, flexible, self-confident, deadline oriented and able to multi-task. Employees must follow all quality and safety procedures of the company, including those at customer sites if applicable, and must abide by the corporate Code of Conduct in all situations.

Supervisory Responsibilities

None.

Duties

• Establishes new accounts per credit policies and administers existing accounts. This includes obtaining tax certificates and using on-line tools for validating customer information.
• Uses various sources of credit information to examine potential new accounts and changes to existing accounts. Makes recommendations to management of customers’ credit worthiness and suggested limits.
• Administers agreed upon settlements, partial payments, extensions, and write-offs.
• Maintains records for credit department on incoming cash and prepares related journal entries from information provided.
• Researches and resolves invoicing, payment, and/or credit disputes.
• Posts customer payments by recording direct deposit, checks, and credit card transactions.
• Performs daily customer invoicing per Customer Master parameters.
• Administers a program of calling customers to collect monies owed. May make adjustments to customer claims where necessary and refers issues to the Manager or to a collection agency for resolution.
• Maintain files and documentation thoroughly and accurately, in accordance with company policy and generally accepted accounting practices.
• Prepares and distributes Month End reports (AR Aging, DSO, Collections Status, GL Reconciliation, Customer Deposits, etc.) as well as Intercompany Reconciliations.
• Assists Accounting Manager and Corporate Controller as necessary.
• Engages in critical and confidential aspects of accounting.
• Sort and distribute incoming mail.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Tasks require walking, sitting, bending, reaching, mobility, and frequent lifting. Work requires advanced computer skills (word processing, power-point, spreadsheet, and data-entry), attention to detail and accuracy. Communication skills including listening and speaking are required for interaction with other employees, vendors, and customers. Strong interpersonal skills, the ability to balance multiple tasks and any stress associated with the duties and responsibilities of this position are essential requirements in the performance of this job.

The person in this job must be able to travel by air and drive to other company locations.…