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Senior Accounts Receivable Clerk

Job Overview

The Senior Accounts Receivable Clerk is responsible for managing all aspects of the company's accounts receivable process. This includes processing invoices, tracking payments, and following up on past due balances. The Senior Accounts Receivable Clerk will work closely with the finance team to ensure accurate and timely reporting of accounts receivable data. Additionally, they will be responsible for managing customer inquiries related to billing and payment, and resolving any disputes that arise.

Organizational Impact

The Senior Accounts Receivable Clerk plays a critical role in the financial operations of an organization. Their primary responsibility is to manage the accounts receivable process, which involves tracking and collecting payments from customers or clients. The impact of this job on the organization can be summarized as follows:

1. Financial Stability: The Senior Accounts Receivable Clerk ensures that the organization receives timely payments from customers, which helps to maintain financial stability. This role is critical in ensuring that the organization has a steady cash flow to meet its financial obligations.

2. Customer Relationships: The Senior Accounts Receivable Clerk is responsible for maintaining positive relationships with customers. They must communicate effectively with customers to resolve any payment issues and ensure that the organization is paid on time. This helps to build trust and loyalty with customers, which is essential for the long-term success of the organization.

3. Compliance: The Senior Accounts Receivable Clerk must ensure that all financial transactions are compliant with relevant laws and regulations. They must also maintain accurate records of all transactions, which is essential for audits and financial reporting.

4. Efficiency: The Senior Accounts Receivable Clerk must be highly organized and efficient in managing the accounts receivable process. They must ensure that invoices are sent out on time, payments are received promptly, and any issues are resolved quickly. This helps to streamline the financial operations of the organization and improve overall efficiency.

Overall, the Senior Accounts Receivable Clerk plays a critical role in the financial health and success of an organization. Their impact is felt across the organization, from financial stability to customer relationships and compliance.

Key Systems

- Accounting software (e.g. QuickBooks, Xero)

- Customer relationship management (CRM) software (e.g. Salesforce)

- Microsoft Excel or Google Sheets

- Payment processing systems (e.g. PayPal, Stripe)

- Enterprise resource planning (ERP) software (e.g. SAP, Oracle)


Inputs

- Customer invoices and payments

- Sales reports and data

- Communication with sales and customer service teams

- Accounting software and systems

- Company policies and procedures related to accounts receivable management


Outputs

- Accurate and timely invoicing of customers

- Recording and tracking of customer payments and balances

- Communication with customers regarding payment status and collection efforts

- Preparation of financial reports related to accounts receivable

- Collaboration with other departments to resolve billing and payment discrepancies


Activities

  • Post all cash
  • Handle daily NSF checks
  • Print and review monthly billing statements
  • Assess all miscellaneous billings and credits
  • Assess late fees
  • Monitor and prepare ACH/EFT- debits, checking, government direct deposits, wire transfers, etc.
  • Research missing payments
  • Analyze tenant ledgers and resolve discrepancies

Recommended Items

  • Review and analyze customer accounts to ensure accuracy and completeness of billing and payment information.Prepare and send invoices to customers in a timely and accurate manner.Monitor and follow up on outstanding customer balances, including collections and dispute resolution.Maintain accurate and up to date records of customer transactions and account activity.Prepare and distribute regular reports on accounts receivable status and aging to management.

Content Examples

  • Accounts Receivable reports and statements
  • Customer account reconciliations
  • Aging analysis and collection reports
  • Credit memos and adjustments
  • Communication with customers regarding payment status and disputes

Sample Event-Driven Tasks

- Send a reminder email to customers with overdue payments when their account reaches 30 days past due.

- Initiate a phone call to customers with accounts that are 60 days past due to discuss payment options and negotiate payment plans.

- Generate monthly reports on accounts receivable aging and provide analysis to management.

- Investigate and resolve discrepancies in customer payments and invoices, including contacting customers and coordinating with other departments as needed.

- Process credit memos and refunds for customers with valid claims or disputes.


Sample Infill Tasks

- Reviewing and reconciling customer accounts

- Following up on past due invoices and collections

- Processing and posting customer payments

- Generating and analyzing aging reports

- Communicating with customers regarding billing inquiries and disputes


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