A/R Collections Specialist III

All-Guard Alarm Systems•Livermore, CA

About The Position

Position Overview: Primary responsibility is daily, weekly, monthly processing of the duties outlined below. Assisting other accounting personnel as needed. Key duties & Responsibilities: Please note the essential functions may vary depending on department size, organizational structure and/or geographic location. Ensures that all customers assigned to your bucket have been contacted by the 30th day of invoicing. Contact should involve asking for payment and supplying copies of invoices, statements or other support documentation as needed. Uses Outlook as a timeline mechanism to ensure timely follow up. Follows the 3 call 3 letter policies for all delinquent accounts. Researches customer problems and issues. Reviews scanned or pull customer files and is able to review and understand contract and other documentation. Resolves issue to satisfy All-Guard’s contractual agreements. Writes up billing adjustment paperwork with support documentation for Management approval. Takes incoming billing calls as demand necessitates. Makes outgoing billing calls per daily minimum requirements of 45 + calls. Responds to customers and makes notes to conversation and resolution of call in the DICE accounting system. Prepares all collection packages after exhaustion of customer contact has not resulted in collection of the account. Ensures all documents are legible and attached to package. Submits package to Controller for approval. Writes up consolidation paperwork for those accounts that want one bill for many locations. Works with the Sales and Service departments to resolve issues on delayed payments for Installations and Service invoices. Is professional with all Customer contact, whether it is written or verbal. Issues form W-9 and Certificate of Installation. Issues billing numbers and follows billing numbers procedure for payments due in 10 days. Run credit card and EFT payments. New customer welcome calls. Other duties, as assigned Work Activities Getting Information Interacting with Computers Communicating with Supervisors, Peers, or customers Documenting/Recording Information Communicating with Persons Outside Organization Resolving Conflicts and Negotiating with Others Organizing, Planning, and Prioritizing Work Processing Information Making Decisions and Solving Problems Establishing and Maintaining Interpersonal Relationships Meeting daily/weekly/month call quotes Collect deposits, payments or fees Discuss account status or activity with customers or patrons File documents or records Maintain financial or account records Provide information to coworkers Provide notifications to customers or patrons Respond to customer problems or complaints Sorts checks Basic Skills Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Speaking - Talking to others to convey information effectively. Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems. Reading Comprehension - Understanding written sentences and paragraphs in work related documents. Writing - Communicating effectively in writing as appropriate for the needs of the audience. Social Perceptiveness - Being aware of others' reactions and understanding why they react as they do. Persuasion - Persuading others to change their minds or behavior. Negotiation - Bringing others together and trying to reconcile differences. Coordination - Adjusting actions in relation to others' actions. Service Orientation - Actively looking for ways to help people. Complex Problem Solving - Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions. Judgment and Decision Making - Considering the relative costs and benefits of potential actions to choose the most appropriate one. Time Management - Managing one's own time and the time of others. Databases - Using a computer application to manage large amounts of information, including creatingand editing simple databases, inputting data, retrieving specific records, and creating reports tocommunicate the information. Internet - Using a computer application to create, manipulate, edit, and show virtual slide presentations. Navigation - Using scroll bars, a mouse, and dialog boxes to work within the computer's operatingsystem. Being able to access and switch between applications and files of interest. Presentations - Navigating the Internet to find information, including the ability to open and configure standard browsers; use searches, hypertext references, and transfer protocols; and send and retrieve electronic mail (e-mail). Spreadsheets - Using a computer application to enter, manipulate, and format text and numerical data; insert, delete, and manipulate cells, rows, and columns; and create and save worksheets, charts, and graphs.

Requirements

Minimum of 2-3 years Accounts Receivable/Collections experience.
Ability to function as an effective team member.
Ability to meet deadlines.
Ability to solve practical problems and carry out responsibility with minimum direction.
Ability to learn and understand of California Collection laws.
Ability to prioritize responsibilities.
Ability to multi-task.
Ability to read and following existing processes/procedures within the department.
Ability to write clean, specific and well documented procedures as needed.
Computer Literacy – Outlook, Word, Excel.

Nice To Haves

DICE/Sedona Software a plus.

Responsibilities

Ensures that all customers assigned to your bucket have been contacted by the 30th day of invoicing.
Contact should involve asking for payment and supplying copies of invoices, statements or other support documentation as needed.
Uses Outlook as a timeline mechanism to ensure timely follow up.
Follows the 3 call 3 letter policies for all delinquent accounts.
Researches customer problems and issues.
Reviews scanned or pull customer files and is able to review and understand contract and other documentation.
Resolves issue to satisfy All-Guard’s contractual agreements.
Writes up billing adjustment paperwork with support documentation for Management approval.
Takes incoming billing calls as demand necessitates.
Makes outgoing billing calls per daily minimum requirements of 45 + calls.
Responds to customers and makes notes to conversation and resolution of call in the DICE accounting system.
Prepares all collection packages after exhaustion of customer contact has not resulted in collection of the account.
Ensures all documents are legible and attached to package.
Submits package to Controller for approval.
Writes up consolidation paperwork for those accounts that want one bill for many locations.
Works with the Sales and Service departments to resolve issues on delayed payments for Installations and Service invoices.
Is professional with all Customer contact, whether it is written or verbal.
Issues form W-9 and Certificate of Installation.
Issues billing numbers and follows billing numbers procedure for payments due in 10 days.
Run credit card and EFT payments.
New customer welcome calls.
Other duties, as assigned