Accounts Receivable & Route Settlement Supervisor

Description:

SUMMARY: The Accounts Receivable & Route Settlement Supervisor will supervise and oversee the daily operations of the accounts receivable process and team. This position will be responsible for the maintenance, management, and business functions for all accounts receivable duties, including reconciliation of sub ledger activities to the General Ledger. Independent judgment will be used on work assignments that are often sensitive and confidential in nature. Always represent the Company in a professional and courteous manner.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Provide leadership and training throughout the department.
• Initiate collection calls to ensure accounts remain in good standing.
• Monitor and verify all EoStar deposits posting to the AR account daily/weekly.
• Verify the Post-mix repair payments and verify the entry gets posted monthly.
• Visit and assist the Route Settlement team at Building B.
• Assist drivers with billing/account questions when needed.
• Analyze account payment history/status prior to approving drops and making notes in eoStar.
• Responsible for the AR Aging and maintaining the aging stays “clean;” this will include reviewing and working all Net 30 accounts over 45-days on a weekly basis and reporting any troubled accounts to the Accounting Manager.
• Prepare and provide weekly AR Aging reports to Manager and CFO.
• Make any customer account contact adjustments when needed or requested and notify the AR Manager to make any necessary address changes in Great Plains.
• Analyze and make necessary account corrections per Account Manager’s request.
• Work with Account Managers/pricing to resolve billing/pricing issues on accounts.
• Update customer records and notes in eoStar and the weekly aging report daily.
• Monitor and review credits and weekly write-off reports to make sure accounts stay “clean” and are recorded properly.
• Approve and distribute the weekly write-off list to the Accounting Manager.
• Record, process, track, and distribute NSF’s.
• Maintain the Bad Debt Reserve list to keep it current and accurate.
• Process monthly reconciliations for month-end/quarter-end.
• Process weekly ACH customers every Monday and notify manager for review.
• Process monthly and quarterly full-service commission checks.
• Answer customers' full-service questions and provide them with remittances/backup requests.
• Provide backup for processing and distributing the accounts receivable statements monthly.
• Prepare and work various reports for month-end.
• Record all comp products and AR Bev taxes on donated products.
• Prepare and distribute the credit card reconciliation and credit card refund spreadsheets to Accounting Manager.
• Maintain good working relationships with customers, our team, sales personnel, drivers, and management.
• Keep AR Procedures current and updated at all times.
• Prepare documents and reports as assigned.
• Support and train on FTNI.
• Communicate effectively with customers via phone, e-mail, and mail in order to provide necessary customer service and with intent to keep accounts current.
• Follow established procedures for collecting on accounts vs. collecting on NSFs.
• Make sure processes are followed when setting up new accounts and appropriate paperwork is completed (i.e., Supplemental form).
• Print and send invoices to customers as needed.
• Assist customers with billing questions.
• Assist the AR team with any questions.
• Oversee and backup the COD list of customers being worked and distributed to each location weekly. Notes are updated in eoStar.
• Utilize all tools necessary to identify payment discrepancies and determine the correct course of action (Walmart Liaison, Sams, CVS, Walgreens Portals).
• Verify validity of invoices and/or accounts using all resources available.
• Provide backup to process daily EDI’s (810 & 855).
• Provide backup to apply and process all EFT’s and checks.
• Provide backup to the route settlement duties over at Building B.
• Backup the CIS Accounts when needed.
• Backup for various AR accounts (CVS, Dollar General, Kroger, Target, Walgreens, etc.)
• Provide 2nd backup for Walmart/Sams.
• Provide backup for running credit cards setting up customers’ credit cards.
• Backup other areas as needed.
• Maintain documentation for compliance with policies and procedures for internal and external audits.
• Maintain excellent working knowledge of eoStar.
• Other duties as assigned or requested
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

SUPERVISORY RESPONSIBILITIES: Supervise 6-8 person AR/Route Settlement Team.

COMPETENCIES: Excellent interpersonal and written/verbal communication skills, competent computer skills in use of Word and Excel with ability to create spreadsheets for analysis and tracking of various information. Demonstrated excellent time management and organizational skills. Thorough knowledge of accounting principles.

Requirements:

QUALIFICATIONS: 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.

• Education and/or Experience: Minimum of three (3) years of Accounts Receivable and Collections experience.
• Language Skills: Ability to read, analyze, and interpret complex written information and instruction. Ability to respond to common inquiries from Employees, Customers, or Outside Compliance Agencies. Strong interpersonal, organizational, planning and communication skills required.
• Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Must be able to compute rate, ratio, and percentage; with the ability to develop and interpret financial reports. Ability to compile and analyze data to prepare forecasts, cash flow data and other reports.
• Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions supplied in both written and verbal format.
• Computer Skills: Microsoft Office (Word, Excel, PowerPoint, Outlook), Great Plains Software.
• Certificates, Licenses, Registrations: None
• Other Skills and Abilities: None
• Other Qualifications: None

TRAVEL REQUIRED: Minimal

PHYSICAL DEMANDS: 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.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands, tools or controls; reach with hands and arms; climb stairs; balance, stoop, kneel, crouch or crawl; talk or hear. Ability to lift, push, pull or carry from 10 to 50 pounds.

Specific vision abilities required by the job include close vision, distance vision, color vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT: Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is not exposed to weather conditions. The noise level in the work environment is usually moderate.

Normal office work environment.