Sr. Accounts Receivable Clerk
Job Overview
The Senior Accounts Receivable Clerk is responsible for managing and overseeing the accounts receivable process to ensure timely and accurate collection of payments. On a daily basis, this role involves processing invoices, reconciling accounts, and handling customer inquiries related to billing and payments. The individual is expected to maintain detailed records of transactions, monitor outstanding balances, and follow up on overdue accounts to minimize financial discrepancies. Additionally, the Senior Accounts Receivable Clerk collaborates with other departments to resolve billing issues and improve the efficiency of the accounts receivable process. The primary objective is to optimize cash flow and maintain accurate financial records, contributing to the overall financial health of the organization.
Organizational Impact
The role of a Senior Accounts Receivable Clerk is pivotal to the company's overall success. By efficiently managing the inflow of revenue, this position directly influences the organization's cash flow, which is essential for maintaining financial stability and enabling strategic investments. The Senior Accounts Receivable Clerk's work ensures that invoices are processed accurately and payments are collected promptly, thereby supporting the financial health of the company. This role also collaborates with other departments, such as sales and customer service, to resolve billing issues and enhance customer satisfaction. Furthermore, by maintaining accurate financial records and adhering to regulatory standards, the Senior Accounts Receivable Clerk helps ensure compliance and reduce financial risk. Ultimately, this position contributes to the achievement of the company's strategic goals by optimizing financial operations and safeguarding the organization's assets.
Key Systems
A Senior Accounts Receivable Clerk must be proficient in a range of essential software, tools, and technologies to effectively manage financial transactions and maintain accurate records. Key platforms include accounting software such as Yardi, QuickBooks, Xero, Sage, AppFolio, and MRI, which are crucial for handling various accounting tasks. Additionally, expertise in spreadsheet applications like Microsoft Excel is vital for data analysis and reporting. Familiarity with Customer Relationship Management (CRM) systems is also important for managing client interactions and ensuring timely collections. Proficiency in these systems is critical for optimizing workflow efficiency and maintaining the financial health of the organization.
Inputs
The Senior Accounts Receivable Clerk is responsible for managing a variety of financial documents and data essential for daily operations. This role requires handling invoices, payment records, and account statements, which are typically sourced from internal departments such as sales and customer service. Additionally, the clerk must process and verify data from external sources, including banks and clients, to ensure accurate financial reporting. The position also involves utilizing accounting software and systems to track receivables and generate reports, necessitating a strong understanding of these tools to maintain efficient workflow and support financial decision-making.
Outputs
The Senior Accounts Receivable Clerk is responsible for generating key financial outputs, including detailed accounts receivable reports, aging analysis, and reconciled customer statements. These outputs are crucial for maintaining accurate financial records and ensuring timely collection of outstanding payments. Internally, these reports are utilized by the finance team to assess cash flow, identify overdue accounts, and strategize collection efforts. Externally, reconciled statements are shared with customers to confirm account balances and resolve discrepancies. The role's deliverables support the organization's financial health by facilitating efficient cash management and enhancing customer relationships.
Activities
- Process and post daily customer payments accurately.
- Reconcile accounts receivable ledger to ensure all payments are accounted for.
- Generate and distribute invoices to customers promptly.
- Monitor and follow up on overdue accounts to ensure timely collection.
- Prepare regular financial reports related to accounts receivable.
- Assist in month-end closing activities related to accounts receivable.
- Maintain accurate and organized records of all transactions.
Recommended Items
- Invoice Processing Checklist
- Payment Collection Guidelines
- Customer Account Reconciliation Template
- Aging Report Analysis Framework
- Dispute Resolution Process
- Credit Management Guidelines
- Month-End Closing Checklist
- Cash Application Procedures
- Communication Protocols with Clients
- Internal Audit Preparation Checklist
Content Example
- Monthly aging reports.
- Customer account statements.
- Invoice generation and distribution.
- Payment reconciliation reports.
- Credit memos and adjustments.
- Collection activity summaries.
- Cash receipt logs.
Sample Event-Driven Tasks
- Review and set up new customer accounts upon project initiation.
- Generate and send invoices upon project completion or milestone achievement.
- Conduct credit checks for new clients when requested.
- Follow up on overdue payments as deadlines approach.
- Prepare financial reports for management upon request.
- Reconcile accounts when discrepancies are identified.
- Assist in audits when notified by the finance department.
Sample Scheduled Tasks
- Process and post customer payments to accounts receivable ledger.
- Reconcile accounts and resolve discrepancies.
- Generate and distribute customer invoices.
- Prepare and submit aging reports.
- Follow up on overdue accounts and initiate collection efforts.
- Assist in month-end closing activities.
- Maintain accurate and organized financial records.
Sample Infill Tasks
- Conduct credit checks on new clients.
- Resolve complex billing discrepancies.
- Assist in audits and financial reviews.
- Update and maintain customer account information.
- Prepare ad-hoc financial reports.
- Review and adjust credit limits.
- Provide support during system upgrades or transitions.