Accounts Receivable Specialist / Office Manager

Job Description

Job Description

Accounts Receivable / Office Manager Summary:

WIHD is seeking a dedicated candidate for a 28-hour per week Accounts Receivable Specialist and administrative role. This permanent, part-time position is in-person. The Accounts Receivable Specialist/Office Manager will be responsible for creating and tracking program invoices, making bank deposits, recording bank activity, following up on unpaid invoices, maintaining credit card receipt records, and performing various administrative tasks, including answering phones. The ideal candidate will be able to work independently and manage multiple assignments as well as be proficient in accounting software, possess advanced Excel skills and have excellent customer service and communication skills.

WIHD, a non-profit organization, is looking for an experienced, detail-oriented individual to replace our retiring in-house staff member. We offer a pleasant and friendly environment with a supportive, hardworking team. The range of tasks ensures the work remains engaging and fulfilling. At WIHD, you will find diverse staff who share a deep commitment to advancing the Organization’s mission. Our benefit package is generous and provides options to meet the needs of each employee. We offer flexible work schedules for many positions providing a setting with a desirable work-life balance.

Essential Functions of the AR Specialist / Office Manager:

• Customer Payment Management: Prepare, post, verify, and record customer payments and transactions related to accounts receivable;
• Invoice Creation and Submission: Create invoices in accordance with company practices and vendor requirements; submit invoices to customers promptly;
• Collections and Follow-Up: Follow up on past-due accounts, identify delinquent accounts by reviewing Accounts Receivable Aging reports, and contact delinquent accountholders to request payment;
• Discrepancy Resolution: Research customer discrepancies and past-due amounts, collaborating with internal departments and customers to resolve issues efficiently;
• Revenue Cycle Support: Assist the Revenue Cycle Director with documents scanning, processing refunds, and recording payments;
• Billing Entry: Enter billing information into billing software applications to accurately record invoices for client services;
• Grant and Contract Reporting: Assist in the preparation of data and reporting for various grants and contracts;
• Receipt Management: Collect, match, and scan receipts for credit card charges;
• Process Development: Develop and maintain processes and procedures to streamline hearing aid ordering, receipt, purchase order and invoice matching, and recording in the accounting system;
• Bank Deposits and Activity Recording: Make weekly remote check deposits and enter bank activity into the accounting system;
• Administrative Tasks: Sort mail, manage parking passes, order supplies and share responsibility for answering the main organization phone line.

Qualifications:

• Kind and Length of Experience: Two years of experience in accounts receivable or a similar role. Experience with state and local grant contract reporting is desirable.
• Experience with: General Ledger accounting software and Microsoft Office suite products including ACCESS database and Excel. Advanced Excel skills (pivot tables, VLOOKUP) required. Ability to multi-task. Adobe Suite Preferred.
• Education Level: High school diploma or equivalent required. Preferred candidate will have ARS/ARM Certification, Associates or bachelor’s degree in accounting or related field preferred.
• Customer Service: Ability to interact with clients and vendors in a professional manner.
• Communication Skills: Excellent verbal and written communication skills to interact effectively with customers and internal departments

WIHD is deeply committed to inclusivity and diversity in the workplace. We welcome and encourage applicants from diverse backgrounds. We seek to ensure that qualified applicants are considered for employment and are not discriminated against with regard to race, color, national origin, citizen status, creed, religion, religious affiliations, age, sex, marital status, sexual orientation, gender identity and expression, disability, veteran status, pregnancy, or any other status protected by law.

Compensation details: 26-31 Hourly Wage

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