Position Overview

The Accounts Receivable Specialist II plays a critical role in managing the accounts receivable process, ensuring timely and accurate invoicing, collections, and reconciliation of client accounts. This position requires a detail-oriented individual with strong analytical skills and a commitment to maintaining financial integrity and client satisfaction.

Essential Functions

• Review contracts for billing terms
• Create and maintain project billing files that include contracts, subsequent modifications, invoices, billed/unbilled reconciliations, correspondence to project managers, clients, and collections
• Ensure compliance with internal processes and procedures
• Assist with month end closing of accounts receivable
• Utilize accounting software to complete accounts receivable functions
• Utilize effective written and oral communication

Responsibilities

• Set up project in accounting system per contractual terms
• Generate, review and issue invoices to clients
• Conduct account research, account analysis and prepare project reports
• Research and resolve unexplained reconciling items and notify supervisor of reconciling items that remain unresolved
• Follow up with clients to confirm invoices received
• Monitor and collect outstanding receivables
• Perform collection activities in support of issued invoices
• Reconcile accounts receivable balances to general ledger balances
• Prepare weekly, monthly and annual revenue reports and reconciliations

Qualifications

• An associate degree or higher in a related field; applicable experience may be substituted in lieu of formal education
• Detail-oriented and organized, with the ability to manage multiple tasks and deadlines effectively.
• Strong analytical and problem-solving skills, with the ability to reconcile complex accounts and resolve billing discrepancies.
• Excellent communication and interpersonal skills, with a customer service-oriented approach to collections and client interactions.
• Ability to work independently with minimal supervision and collaborate effectively in a team environment.

Preferences:

• Minimum of 2-3 years of experience in accounts receivable, billing, or related financial roles, preferably in a professional services or engineering firm.
• Proficiency in accounting software and financial management systems, with advanced skills in Microsoft Excel.
• Familiarity with project accounting principles and experience working with project-based billing is a plus.

Competencies

Knowledge:

• Knowledge and understanding of processes, procedures, and methods needed to perform duties which is generally acquired and developed through formal education, training, and relevant work experience.
• Use knowledge to make decisions by analyzing the subject or issues and selecting from a variety of approaches for completion of tasks.

Skills:

• Using the guidelines provided, apply judgment and interpretation skills by selecting the most appropriate option to complete duties.

Abilities:

• Management does not exist or is limited in scope.
• Use common courtesy while interacting with people to satisfactorily perform the job.
• Includes activities that produce portions of decisions made in conjunction with other individuals.

Relationships

The Accounts Receivable Specialist II receives close supervision from the Accounts Receivable Team Lead.

• Complete assignments independently and obtain guidance for unfamiliar tasks, problems and situations.

Hours and Travel

This position requires the individual work a minimum of 40 hours per week. Alternative work locations and schedule flexibility will be considered for qualified candidates.

Physical Requirements

The physical demands described represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities.

The employee is regularly required to:

• Sit, stand, walk, stoop, kneel, twist, crouch, and crawl
• Use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms
• Talk or hear and communicate clearly

The employee must:

• Frequently lift and move up to 10 pounds and occasionally lift and move up to 25 pounds

Specific vision abilities required by this job include close vision, color vision, depth perception, and the ability to adjust focus.

Other Duties

This job description is not meant to be all-inclusive or restrictive and other duties may be assigned. It is a description of the job as presently defined, and is subject at any time to revision. This document is intended to describe the general nature and level of work being performed by individuals assigned to this classification. This is not to be construed as an exhaustive list of all responsibilities, duties, and skills required. Individuals may be required to perform duties outside of their normal responsibilities, as needed.