The primary functions of this position is to process daily accounting transactions and maintain associated records, and to pursue collection of unpaid invoices from customers. The primary goals of this position are to record transactions in an efficient, productive and professional manner, to collect payments from customers in a professional, customer service oriented manner, and to embrace the learning and adaptations needed in a continuous improvement environment. This role also supports the organization and maintenance of accounting records, customer credit files, and research activities.

Tasks

Collections

• Review accounts receivable aging reports, customer statements and notes to determine what the appropriate collection actions needed to resolve unpaid customer invoices.
• Contact customers in a professional, customer service oriented manner via phone, email and postal service to pursue payment of past due customer invoices.
• Process customer credit card payments as needed.
• Document communications, commitments, and next steps with customers in Shipment Management, and accounts receivable aging reports, and other tools as required.
• Escalate customer discrepancies, disputes, payment commitment failures, etc, to the appropriate departments at Span Alaska to pursue resolutions.

Accounts Payable

• Support accounts payable document flow through approval routing.
• Reconcile vendor statements with payable records as assigned.
• Calculate accounts payable batch totals to establish expected totals for post-entry accounting system reports.
• Enter accounts payable activity into accounting system, and ensure proper vendor accounts are used.
• Research and resolve accounts payable coding errors and discrepancies.
• Process outgoing payments disbursed via check, ACH and credit card as needed.
• Maintain vendor accounts in accounting software.

Accounts Receivable

• Review reports and documentation related to customer who must pay for freight before it can be released for delivery.
• Contact customers in a professional, customer service oriented manner via phone, email and postal service to pursue payment of COD invoices.
• Process customer credit card payments as needed.
• Apply incoming payments received via check, ACH and credit card to customer invoices according to remittance advice provided by customer.
• Inquire with customer regarding discrepancies between Span Alaska accounts receivable records and customer remittance documents.
• Inquire with internal freight terminal staff regarding discrepancies between Span Alaska accounts receivable records and payments taken by freight terminal staff.
• Research and assemble documentation to validate customer overpayments and credit balances based on customer inquiries and acknowledgements received.

General

• Respond to vendors and customer inquiries via phone and email by providing information in a professional and customer service oriented.
• Promote positive, professional relationships with co-workers and clients, vendors, and partners.
• Promote confidentiality of financial and other data at all times.
• Organize, maintain and file accounting records, ensuring completeness and physical security.
• Perform tasks in accordance with established procedures and internal controls.

• Assist with the following as requested:
  • Month end close
  • Drafting documentation for procedures and annual audits
  • Helping co-workers or staff in other departments
  • Special projects and other administrative functions
• Perform general clerical duties including, but are not limited to:
  • Rapid and accurate 10 key data entry
  • Copying/Scanning documents
  • Answering multi-line phone
  • Sort incoming mail
• Special projects as requested and other duties as assigned