Job description

Responsibilities of this position are listed below:

· EDI – Manual Invoicing (Daily)

Enter Elite invoices through customer vendor portal websites. Reconciling and contacting Customer Care Rep if there is price/quantity discrepancy or duplicate invoice.

· B2C Cash Receipts (Daily)

Create Payment Transaction Report using formatter. Enter receipts in cash receipt batch.

· B2C Account Reconciliation (as needed)

Locate discrepancies (payment vs order/invoice) on orders. Work with B2C CCR to correct discrepancies with invoice adjustments or RMA credit memos.

· Check for expired pre authorizations in Auth.net for B2B (Daily)

Place open orders on credit card hold for expired pre-auths & notify CCR

· B2B Invoice Adjustments (Daily)

Enter invoice adjustments from form sent from the Customer Care Department. Create credit memo or debit memo for each invoice adjustment. Issue refunds for credit card customers

· Releasing Open RMAs (Daily)

From Customer Return and Compensation Entry, create and update invoices.

· Apply open A/R Transactions (Daily)

Run Elite Query to identify customers with zero balance and unapplied transactions.

Use A/R transaction application to apply the credits to the debit balances

· Maintain AMAZOW account

Apply CM to invoices, create payment spreadsheet with pivot table and post payment, create refund spreadsheet for Connie, apply CM from refunds, book out fees at the end of the month or after last payment of the month. Continuous monitoring of account for open invoices.

· Invoice Amazon DI shipments in Vendor Central (when ship)

Enter invoices in Vendor Central for direct import shipments to Amazon

· Customer Payments - (Daily)

Enter credit card capture/charge in Authorize.net for B2B customers & A/R cash receipt in Elite.

· Process US Mail (Daily)

Sort incoming for distribution to appropriate employee/department. Process outgoing mail. Maintain mail machine and post office supply inventory.

· Assist Credit Administrator with reconciling buying group accounts

True Value and Ace Hardware weekly A/R reconciliation -both are automated EDI. The reconciliation is to catch invoices for which the EDI transfer was interrupted.

· Assist Credit Administrator with customer A/R statement and customer invoice mailings

· Monthly sales reporting on 1st of the month:

B2B and B2C sales for prior month & update sales history. OneCoast & Canada monthly sales

· Reporting on 16th of the month:

OneCoast Sales 1stthrough 15th of the month

PAPERLESS BILLING

Monitor Paperless Billing Mailbox – Enter information into Customer Account in Elite

Setup customer A/R contacts (bookkeepers, A/P) in the Contact table in Elite

Paperless billing - setup A/R contact and create setup for paperless invoicing

Locate customers made inactive and update in Avalara. Work daily with CSR to release holds and update Elite and Cert capture with new certs received.

SALES TAX COMPLIANCE

Monitor salestax inbox – upload documents to CertCapture

In CertCapture – validate certificates and connect to customer accounts

Release TAX hold on customer accounts & sales orders in Elite, add comments

Create email campaigns for expired, missing resale certificates in CertCapture

Follow up with customer & sales rep on incorrect documents-send correct form

· Review Credit Applications (As Needed)

Review and verify allinformation on Customer Credit Application has been entered correctly in

Elite Customer Master including all contact info. Create A/R contact. File.

· E-Fax for Accounting Department

Monitor incoming faxes and distribute to department

· GAIN Flash Comments – (Weekly)

Download flashes for B2B customers and update the customer master comments. Create GAIN flash report and send to Credit Administrator for review

· Timecards (Weekly or Monthly)

Print Labels and apply to Timecards. Place in Timecard Rack.

· Filing (Annual)

Assist Accounting Department with boxing of files and removal to warehouse storage

· Warehouse Sale (Bi-Annually)

Help with pre-sale set up and work during the sale

· Accounts Payable (backup)

Enter Accounts Payable invoices, print checks & obtain signatures, mail checks

**Other duties and Accounting Department Projects as required

Woodstock Chimes committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates without regard to race, color, religion, sex, pregnancy (including childbirth, lactation and related medical conditions), national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information (including characteristics and testing), military and veteran status, and any other characteristic protected by applicable law.

Job Type: Full-time

Pay: $16.00 - $20.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Physical setting:

• Office

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person

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