Accounts Receivable Specialist in Bismarck or Medora, North Dakota at Theodore Roosevelt Medora Foundation

Summary/Objective

The Accounts Receivable Specialist is responsible for managing and optimizing the accounts receivable process, including invoicing, payment collection, and account reconciliation, to ensure accurate financial records and timely cash flow.

Duties/Responsibilities

• Process and issue accurate and timely customer invoices in accordance with contracts and billing schedules.
• Record, post, and apply customer payments (ACH, checks, credit cards) to the appropriate accounts.
• Monitor accounts receivable aging and proactively follow up on past-due balances to ensure timely collections.
• Communicate with customers to resolve billing discrepancies, disputes, and payment issues.
• Reconcile accounts receivable subledger to the general ledger and investigate variances.
• Maintain accurate and up-to-date customer account records, including invoices, payments, and correspondence.
• Prepare and distribute regular AR reports, including aging schedules and cash receipts summaries.
• Support month-end and year-end close processes, including journal entries and documentation for audits.
• Identify delinquent accounts and recommend or implement collection actions in accordance with company policies.
• Collaborate with accounting, sales, and operations teams to resolve billing issues and improve processes.
• Process adjustments, credit memos, refunds, and write-offs with proper approvals.
• Ensure compliance with internal controls, accounting policies, and applicable regulations.
• Assist in the preparation of monthly balance sheets and profit and loss statements.
• Assist in maintaining general ledger.
• Reconcile accounts and assist in closing the monthly books.
• Reconcile various operational system reports to receipts and general ledger accounts.
• Performs other related duties as assigned.

Supervisory Responsibilities

• None

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Required Skills/Abilities

• Excellent verbal and written communication skills.
• Excellent organization skills and attention to detail.
• Knowledge of general financial accounting.
• Understanding of the ability to adhere to generally accepted accounting principles.
• Proficient in Microsoft Office Suite or related software as well as other accounting software programs, with NetSuite and Salesforce experience preferred.
• Ability to maintain a high level of confidentiality regarding TRMF information, guests, and staff.
• Required Education and Experience
• Bachelor’s degree in Accounting, or related field preferred.
• At least three years of related experience preferred.

Work Environment

This position is in an office environment. Evenings, weekends and holidays are occasionally required from May through September.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Prolonged periods of sitting at a desk and working on a computer.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Must be able to lift up to 25 lbs. at times.

Position Type/Expected Hours of Work

This is a full-time position. Days and hours of work are typically Monday through Friday, 8:00 a.m. to 5:00 p.m. outside of occasional weekend assistance as needed from May through September.

AAP/EEO Statement

It is the policy of TRMF to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, TRMF will provide reasonable accommodations for qualified individuals with disabilities.