TARR ACQUISITION LLC
CREDIT AND ACCOUNTS RECEIVABLE SPECIALIST
Job Description
Reports To:
Chief Financial Officer / Controller
Status:
This is a full-time, non-exempt position
Classification: Non-regulated/General
Job Summary:
Manage collection functions for company trade receivables. Perform credit evaluation of
new credit applications. Set up and maintain customer master in MAS accounting
software and customer files. Apply lockbox payments and other deposits to company
bank accounts, including credit card transactions. Posts receipts to customer accounts
and resolves any discrepancies either internally or externally.
Duties and Responsibilities:
1. Prepares various reports required on a fixed or periodic basis as required to report
statistics and collection status of company receivables.
2. Contacts customers to collect past due balances in order to bring customer
accounts current once they become 15-30 days past due. Manage payment plans.
3. Records customer notes online for own use and for use of others viewing the
account. Notes record status of account resulting from a customer contact or
collection effort.
4. Maintains credit limit / on hold flags in A/R master.
5. May assign tasks to Customer Service position(s), such as contacting customer on
a payment discrepancy, credit card payment, or resale or Ethanol permit updates.
6. Responsible for the maintenance of the customer master files in the accounting
software. Updates and monitors related customer master records in the CFN
software files as appropriate.
7. Maintains the Resale permits and Ethanol Permits for customers and for use by
Customer Service. Requests updates from customers and maintains organization
of online database.
8. Maintains the confidentiality and security of customer records. Monitors others in
how they handle customer records.
9. Follows the guidelines established in the written corporate credit and collections
policies and procedures documents.
10. Works closely with Management and the General Managers to keep customer
accounts current and control further sales to delinquent accounts.
11. Involves Sales Staff in efforts to get customers to communicate requested
information.
12. Researches, evaluates and makes recommendations on credit applications
following company guidelines.
13. Approves or denies shipments for past due accounts.
Revised: July 6, 2015
TARR ACQUISITION LLC
14. Works through billing discrepancies with customers determining when credit or
re-bills are necessary to resolve problems. Obtains authorization from sales or
operations for discrepancies involving price or quantity differences.
15. Runs Dun & Bradstreet, NACM and other credit reports as needed.
16. Maintains up-to-date customer credit reporting to agencies and adjust credit lines
accordingly.
17. Contacts Cardlock customers with three invoices on account, to caution for
pending cut-off, and arranges for payment.
18. Determines if accounts need to be turned over to professional credit collection
agent and continues to work closely with the collection agency through collection
process.
19. When collection agencies cannot collect, determines whether or not an account
should be pursued for further legal action and obtains approval from CFO for
court costs.
20. May approve write off of service fees up to $500 in collection negotiation.
21. Authorized for up to $1000 for write-off of customer A/R balances. Makes
recommendations for any other larger write-offs of non-collectable accounts to
CFO.
22. Performs annual account reviews for status changes and payment history to reevaluate credit terms, as needed.
23. Participates in Credit Industry meetings or associations, industry related. Attends
other classes or meetings necessary as approved by Management.
24. Obtains lock box receipts from bank and EFT deposit receipts from daily bank
report and posts.
25. Processes VISA, Master Card, American Express and Discover Card payments
using Virtual Terminal.
26. Receives monies to be deposited to company bank accounts, including drivers’
envelopes and checks received through the mail or Will Call.
27. Prepares bank deposits and scans checks using Desktop Deposit system.
28. Runs daily report to identify customers scheduled for auto draft ACH or credit
card payment to prompt processing.
29. Sorts and codes all cash receipts documents including other income cash receipts,
enters data and posts to customer accounts or G/L account.
30. Processes Customer Refunds.
31. Runs Month-end Statements and mails to customers.
32. Various Month-end duties to include Rental Billings and other miscellaneous A/R
Invoicing as required.
33. Resolves payment discrepancies and enters details by memo to customer
accounts.
34. Processes NSF checks and contacts customer to advise them of charges and
secure replacement, as appropriate.
35. Records distribution of all cash receipts on an Excel spreadsheet and reconciles
totals to the cash receipts journal postings.
36. Maintains all journal posting reports and remittance advice documents.
37. Reconciles cash sales clearing and NSF accounts to the general ledger.
38. Daily Count/Reconciling of Cash Box for Portland Dispatch.
Revised: July 6, 2015
TARR ACQUISITION LLC
39. Responds to customer requests for Credit References, Account Reconciliations
and company W-9 forms.
40. Must comply with all company safety, security, quality and environmental
standards.
41. Works within the Tarr System Manual built upon the framework of ISO 9001
Quality Management System and Responsible Distribution Process requirements.
42. Performs other duties as assigned by management.
This description reflects the general details considered necessary to describe the principal
functions of the job identified for the purpose of job evaluation. It should not be
construed as a detailed description of all work requirements that may be inherent in the
job nor shall be construed as giving exclusive title to every function described.
Qualifications:
1. Requires a minimum of five years credit and collection work experience in
business-to-business environment.
2. Credit and Collection Certification preferred.
3. Minimum of five years accounts receivable cash application experience.
4. Education beyond high school diploma and work experience in business
accounting environment required.
5. Ability to connect with a variety of people and demonstrate strong “people skills”.
6. Excellent communication and customer service skills, both verbal and written.
7. Must have intermediate computer skills including Microsoft word and excel
spreadsheets, and Windows file organization.
8. Aptitude to use available resources such as D&B, Experian, NACM, and other
credit reporting tools, including the internet for public record search.
9. Experience using an ERP accounting software such as MAS200 or other
comparable computer accounting system.
10. Must be self-starter, demonstrating initiative, strive to achieve goals and meet
deadlines.
11. Must be flexible; handle multiple priorities, often taking direction from multiple
members of management.
12. Must demonstrate strong math skills and be detail oriented with a high degree of
accuracy.
13. Requires strong organizational and time management skills.
Revised: July 6, 2015