Accounts Receivable Digital Analyst

April 6, 2010

Position Summary

Under the direction of the Accounts Receivable Manager, the Accounts Receivable Digital Analyst is responsible for:  cash receipts, digital invoicing, perform collection duties for assigned clients and routine correspondence and interacting with numerous internal and external parties.  Responsibilities also include cross-training with other team members, developing and improving operating processes; documenting processes, monitoring system issues and prioritizing enhancements, development and implementation of Client conversion plans and system testing. 

Major Job Responsibilities:

May include one or more of the following, depending on assigned area:

1. Manage digital coupon processing for all digital accounts including: 
• Monitor email and the AS400 for receipt of digital invoice transmissions.
• Correct invoice status and release digital invoice members as required.
• Ensure invoice charges are accurate (handling by account).
• Notify A/R Manager of edits received containing errors.
2. Create and send digital invoicing for specific manufacturer/agent including: 
• Maintain manufacturer/agent spreadsheets by digital processor.
• Insert invoice logos and verbiage per the digital processors instructions.
• Change the file name to reflect the invoice number and manufacturer name.
• Email invoices to appropriate contacts.
• Email collection/delinquent letters according to the specific digital publisher.
• Create folders and maintain copies of digital invoices on the CS shared drive.
• Actively participate in weekly calls with digital publishers.
• Interface with Apex on all digital invoicing errors.
• Work with digital publishers and IT department to provide audit information.
• Manage and validate customized publisher invoices.
• Learn the invoicing structure (e.g. digital duplicate offers, voids, setting invoice thresholds, etc.)
• Learn Manufacturer Master structure for digital processors (e.g. agent, in-house with like address, new manufacturer number, addendum files, etc.)
• Frequent over time to process digital files received late in the day.
• Work with Client Service team to address digital questions/concerns.
• Digital invoice range assignment.
• Digital job range assignment.
3. Responsible for identifying cost saving opportunities relating to A/R digital processes and acting as the digital resource for enhancements and product changes including:
• Preparation and analysis of digital invoicing.
• Analyze client needs.
• Discuss operational and analytical issues with product marketing and make recommendations for products and services to meet Client needs.
• Current digital process
• Process improvements.
• Manage and test all IT requests related to digital A/R processes.
• File Formats.
• Promotion File
• Redemption File
• Audit File
• Digital manufacturer deposit
• Manage application of receivable against deposit amount and provide reporting.
4. Account Maintenance including:
• Process manufacturer/agent FTP payment/adjustment files.
• Initiate reports to review outstanding balances. 
• Determine the status of returned coupons, foreign or chargeback.
• Data entry of foreign/chargeback returned coupons.
• Initiate an edit, balance and post to the AS400.
5. Communication including: 
• Receives and responds to requests and inquiries from assigned manufacturers/agents and internal personnel. 
• Draft routine correspondence. 

Major Job Responsibilities MAY also include the following for some position incumbents:

Maintains Manufacturer Master database by:

• Receiving and researching returned mail
• Verifying manufacturer address changes
• Verifying manufacturer/agent/broker responsible for payment of coupons
• Data entry of adds/changes to manufacturer master.
• Daily research and response to inquiries from Mexico operations and internal personnel.

Secondary Job Responsibilities:

May include one or more of the following, depending on assigned area:

• Maintaining accounts receivable balances through funds application including:
• Full Service and Pay Direct payments/adjustments from manufacturer/agent.
• Occasionally performs other duties as assigned.

Qualifications:

• Ability to analyze transactions, detect and avoid errors
• Ability to perform detailed work with numerical data and to make mathematical computations rapidly and accurately.
• Ability to create documents requiring accuracy and confidential handling 
• Ability to maintain detailed, accurate records and files
• Ability to organize tasks and time to ensure timely completion of all projects
• Ability to proceed independently and carry out assignments to completion with minimal instruction
• Ability to use good judgment in recognizing scope of authority
• Ability to facilitate communications and problem solve
• Ability to establish and maintain good working relationships internally and with clients
• Knowledge of generally accepted accounting principles
• Knowledge of accounting procedures on automated systems
• Intermediate-level proficiency using MS Excel and MS Word
• Knowledge of computer systems and report generation (AS/400 knowledge preferred)
• Knowledge of servicing business accounts

Education:

• Bachelor's degree (B.S.) from four-year college or university with a major in accounting, finance, or related field AND four or more years of related work experience and/or training; OR an equivalent combination of training and experience