Staff Accountant - Accounts Receivable & Cash

Department: Finance & Accounting
Reports To: Senior Accountant
System: ERP System
FLSA Status: Exempt

Position Summary

The Staff Accountant - AR & Cash is a hands-on individual contributor responsible for managing the full accounts receivable and cash reconciliation functions within the organization's ERP system. This role owns the entire order-to-cash cycle-from invoice generation through cash application and bank reconciliation-while developing the accounting skills necessary for future advancement into a Senior Accountant role. This is an excellent opportunity for an early-career accountant seeking broad ERP and accounting experience in a dynamic and growing environment.

Core Responsibilities

Accounts Receivable - Full Cycle

• Generate and distribute customer invoices following shipment of goods, ensuring accuracy against sales orders, shipping documentation, and purchase orders.
• Process credit memos, return authorizations, and billing adjustments as needed.
• Ensure proper general ledger coding, tax treatment, and customer-specific pricing on all invoices.
• Monitor accounts receivable aging reports and follow up on past-due balances via phone and email.
• Document collection activities and customer communications within the ERP system.
• Coordinate customer credit holds and releases with management.
• Set up and maintain customer records, including billing addresses, payment terms, and tax exemption certificates.
• Investigate and resolve invoice discrepancies related to pricing, quantities, or shipping issues through cross-functional collaboration.

Cash Application - Full Cycle

• Post customer payments daily, including checks, ACH payments, wire transfers, and credit card transactions.
• Apply payments accurately to open invoices and resolve partial payments, short payments, and unapplied cash.
• Process and document customer deductions and disputes.
• Reconcile daily cash receipts to bank deposits.
• Record miscellaneous cash receipts, including refunds and other deposits.

Bank Reconciliation & Cash Management

• Perform monthly bank reconciliations for assigned bank accounts.
• Match cleared transactions to bank statement activity and resolve timing differences and exceptions.
• Record bank-related adjustments such as fees, NSF checks, merchant fees, and interest income.
• Reconcile cash management subledgers to general ledger cash accounts monthly.
• Escalate unresolved reconciliation items within the close period as appropriate.
• Assist with daily cash position reporting to support cash flow visibility.

Month-End Close

• Reconcile the AR subledger to the general ledger each month and resolve variances.
• Prepare and post journal entries related to accounts receivable activities, including bad debt expense and write-offs.
• Maintain the allowance for doubtful accounts schedule and aging analysis.
• Complete assigned AR and cash-related close tasks according to established deadlines.
• Prepare AR aging reports and bank reconciliation summaries for management review.

Sales Tax & Compliance

• Verify appropriate sales tax application on customer invoices.
• Maintain customer tax exemption certificates and related records.
• Support sales tax reconciliations and filing preparation as needed.

Documentation & Process Improvement

• Maintain organized records of invoices, remittance advice, bank statements, and customer communications.
• Document accounts receivable and cash management procedures.
• Support internal and external audits by providing transaction details and reconciliations.
• Identify process improvements and workflow efficiencies.

Skills & Qualifications

Education & Experience

• Bachelor's degree in Accounting or Finance required.
• 1-3 years of accounting or accounts receivable experience; strong internship experience may be considered in lieu of professional experience.
• Experience with an ERP system preferred; ability to quickly learn and become proficient in new systems required.
• Basic understanding of GAAP, including receivables, cash accounting, and revenue recognition principles.
• Ability to independently manage processes in a collaborative team environment.

Technical Skills

• Proficiency in Microsoft Excel, including Pivot Tables, VLOOKUPs, and reconciliation schedules.
• Experience with accounts receivable, cash application, and bank reconciliation processes.
• Familiarity with journal entries, general ledger reconciliations, and month-end close activities.

Professional Skills

• Strong attention to detail and organizational skills.
• Ability to manage competing priorities and meet deadlines.
• Effective communication skills with both customers and internal stakeholders.
• Comfortable working in a growing organization with evolving processes.
• Interest in pursuing CPA or CMA certification is preferred.