Accounts Receivable Clerk

I KITAGAWA & CO•Hilo, HI

8d•$19 - $21•Onsite

About The Position

This role is responsible for maintaining account receivable files, reconciling store deposits to the Daily Sales Report, receiving payments, processing adjustments, and taking collection action on accounts over 30 days old. The position involves daily recording and posting of customer payments, processing monthly statements, and completing monthly adjustments to customer accounts. It also includes retrieving invoice copies, assisting customers with account reconciliation, and handling customer inquiries via phone and email. The role requires maintaining accurate records of daily deposits, processing credit card billing requests, and ensuring prompt recording in accounting software. Additionally, it involves researching and clearing NSF payments, preparing and distributing monthly dunning letters, making collection calls, and managing past-due accounts. The position also entails setting up new vendors and customer accounts, reviewing customer eligibility for incentives, registering customers for BOPIS, and managing customer information in various platforms. It includes processing intercompany billing, creating and distributing monthly statements and aging reports, reconciling gift card sales, and auditing BOPIS sales. The role also supports month-end closing processes, filing invoices and customer accounts, managing check deposit destruction policies, and sorting mail. Operation of office machinery, preparation of courier bags, ordering deposit slips, and processing payroll deduction slips are also part of the duties. The role may also involve assisting with administrative positions, special projects, receptionist duties, clerical assistance, and company errands.

Requirements

Have and maintain a current driver’s license with a clean driver’s abstract.
Basic computer skills
Proficient with Microsoft Office (Word, Excel, Power Point)
Basic Google Suite skills
Proficient with Email & Communication
Experience with Inventory Management Software
Ability to read and comprehend simple instructions, short correspondence, and memorandums.
Ability to write simple correspondence.
An ability to effectively present information in one-on-one and small group situations to management, customers, clients and employees of the organization.
Ability to speak, read, and write fluently in English.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percentage and to draw and interpret bar graphs.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
Ability to apply concepts of basic algebra and geometry.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
Ability to define problems, collect data, establish facts, and draw valid conclusions.
Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
Have and maintain a current driver’s license with a clean driver’s abstract.
Ability to work with multiple projects, tasks and deadlines.
Continuous alertness and attention to detail, concentration and ability to perform mathematical calculations to produce accurate work
Ability to work and effectively communicate with leadership and Store Personnel on time-sensitive matters.

Responsibilities

Completes daily recording, posting, and deposit of all customer payments on account including scanning, transmitting and processing of e-deposits, and applying payments to proper aging period.
Receives all branch store transactions on a daily basis and before the closing of each month.
Processes monthly statements in a timely manner.
Completes monthly posting of all necessary adjustments to customer accounts, ex: write-off service charge, applying contras, creating vendor credits and credit memos, correcting aging to reflect credits given in period that differs from original charge, making any necessary corrections due to posting errors, and making adjustments to reflect incentive and fees related to membership programs including Tool, Visa, Auto Care, and Headquarter Rebates.
Retrieves copies of invoices upon request, assists customers in reconciliation of account, reviewing credit references and accepting payments.
Answers telephone and emails, transferring calls, logging and distributing complaints, CFRs, and “How’s my Driving?” feedback.
Provides excellent customer service in a timely and efficient manner.
Creates and distributes memos/flyers to update customers on new policies and procedures.
Maintains an accurate record of daily deposits for all locations, retrieving and collecting payments from multiple payment portals including processing of credit card billing requests.
Ensures prompt, accurate recording of Cash Receipt Journal and accounting software.
Prepares and submits daily account payments and another miscellaneous deposit including East Penn check processing using the designated accounting software and platforms.
Enters daily record of accounts receivable totals into system.
Research and follow up with stores and bank to clear NSF payments.
Ensures prompt recording of daily sales and cost of sales for Daily Sales Report preparation and distribution.
Completes End of Month reconciling sales journal to end of month reports to ensure accuracy.
Reviews monthly AR aging with GM.
Prepares monthly dunning letters, makes collection calls as requested by General Manager or Director of Finance, reconciling of past due accounts, and putting customers’ accounts on C.O.D. as instructed.
Notes all collection efforts and agreements made.
Retrieves bad debt from customers in a timely manner while maintaining excellent customer service.
Prepares accounts to be sent to a collection agency as necessary by following proper Procedures.
Sets up new vendors and customer accounts in accounting software.
Reviews customer accounts with GM to determine eligibility for Tool incentive credits.
Registers customers for BOPIS.
Sets up and maintains customer information and authorized buyer information in the PCH platform and NAPA Multi-store.
Adjusts credit limits in designated platform as appropriate.
Completes and distributes blanket POs for charge customers.
Fulfills W9 requests from customers.
Processes credit and cash account applications for President's and General Manager's approval and opening new accounts as requested by the General Manager.
Processes intercompany monthly billing in accounting software and providing invoicing with supporting documentation for internal AP.
Creating and distributing monthly and interim statements.
Prepares and distributes monthly aging reports.
Provides AP with monthly report of invoices billed in accounting software.
Reconciles gift card sales and activations.
Summarizes and audits BOPIS sales by store.
Assists with categorization of banking transactions in accounting software.
Collaborates with store leaders to ensure month-end closing process coverage.
Completes closing process in accounting software.
Prepare and distribute customers’ monthly statements.
Maintains and files all original invoices, customer accounts, and payments.
Maintains a spreadsheet for check deposit destruction policy.
Assembles pallets for shredding per records management policy.
Distributes and sorts mail.
Operates office machinery includes shredder, postage meter, fax, scanner, printers, deposit machine, etc.
Updates postage meter as needed.
Prepares and receives courier (Errand Boy) bags including supplying stores with empty folders and payment logs.
Orders deposit slips as needed.
Holds key for safe.
Processes monthly statements for mailing, research credit card billing requests, assist store leaders (upon request) with cash over/short problems and prepare payroll deduction slips for employee accounts receivable.
Researches and facilitate correspondence between stores and customers due to billing errors.
Provides RGR process support including scanning to stores, maintaining tracking spreadsheet, and distributing paperwork.
Attends training and meetings for new and current programs and software.
Identifies and completes available online training for appropriate accounting software.
Maintains a professional and GOLD standard work area.
Keeps login credentials and security current for onsite access.
Maintains a high level of professionalism.
Completes and remains current with all mandatory manufacturing, safety compliance, safeguards, and cybersecurity training.
Maintains a safe work environment.
Ensures that the work area is kept clean.
Fills in for other administrative positions as needed and directed by management.
Assists with related special projects as required.
Assists with receptionist duties as answering Incoming telephone calls and distributing messages.
Provides clerical and secretarial assistance to departments as needed.
Assists with performing daily company errands, to include but not limited to attending scheduled DMV appointments, delivering and picking up items to/from lending institutions and dealerships, performing banking transactions, and other errands as assigned.
Other duties as assigned by the Director of Finance or President.