Accounting Manager
6 days ago
Modesto
Job Description Environment: This position is located at REMco’s principal place of business at 1627 Army Ct, Suite 1 Stockton, CA 95206. All job duties and functions are based on this office. Position Requirements: To properly function in this job, the incumbent must have at least ten (10) years’ experience with various Accounting processes, to include generating invoicing, supervision of subordinates, interacting with customers, collections of accounts, accounts payable, accounts including bank, reconciliations and general accounting, The normal workday requires that this person be proficient in the use of computers and ERP software. Maintaining banking relationships, billing to clients and timely management of receivables are also essential. This position is responsible for supervising the daily posting of sales and cash deposits along with reconciliations of same. The incumbent must have experience with auditing procedures, statement reconciliation and general office processes. Organizational Structure: This position reports to the VP Finance. Understand that there are 2 owners of this firm and this position ultimately answers to both owners. The incumbent must interact effectively with other positions in the organization. Consultation and guidance on specific functions with peer positions of the National Sales Manager, Customer Service Manager and Manufacturing Manager will be necessary and a continuous activity. The Accounts Receivable Clerk reports to this position. Activities and Duties: The main activity and responsibility of this position is the overall management of REMco's invoicing and receivables collection processes. Most other activities support this main function. In order to do this, the incumbent must communicate clearly with customers and fellow managers. Maintaining documentation and accounting accuracy is an imperative continuous duty. This position supports Accounts Payable as backup to that position. Proper management of cash on hand and receivables is crucial to maintain the cash flow needs of the company. Maintaining a proper, stable and positive relationship with all financial institutions such as banks, insurance companies, auditors, etc. is essential. This position’s most important role is to keep the VP Finance and the President well informed of the company's continuous financial position to anticipate and minimize financial surprises. It is an absolute requirement for promotion above this position that aptitude for the tasks at hand be demonstrated by the incumbent, that as backup, accounts payable processes be understood and demonstrated by the incumbent, and that the accounting structure and processes used in producing the financial records be understood competently. Job Description Page 2 Activities and Duties (Con't): The Accounts Receivable Manager is responsible for maintaining REMco's banking and Accounts Receivable records in an accurate and current condition. ACCOUNTABILITIES 1. Maintain all records including financial, payroll, tax returns, bank statements, etc. in a secure, approved and confidential manner., 2. Coordinate information from the Production Department, Sales Department and inventory control for ease of invoicing, cash flow planning, production scheduling and inventory stock level planning., 3. Carefully review all documentation for accuracy and perform timely billing to clients., 4. Collect past due receivables using Syspro reports, email, fax and telephone as needed to improve cash flow and maintain open invoicing at less than 60 days old., 5. Assure accurate reporting and computer processing of parts sales and inventory control through continuous review of transactions, as needed. Administer computer processing of network accounting program to assure accuracy of all financial records. Communicate questions about transactions with other managers as necessary., 6. Learn Accounts Payables and general accounting processes at REMco, 7. Assist with Physical Inventories as needed., 8. Other tasks as assigned to develop into a larger accounting role at REMco, 9. If there is a question ask it. Do not guess. The VP Finance is almost always available to you. Approved By: __________________________________________ Date:_________________________ VP Finance Incumbent: ___________________________________________ Date: ________________________ SPECIFIC ACCOUNTS RECEIVABLE FUNCTIONS TO BE SUPERVISED 1. ACCURATELY POST DEPOSITS AND WITHDRAWALS TO AND FROM BANK ACCOUNTS ON AN HOURLY BASIS TO MAINTAIN AN ACCURATE BALANCE IN THE ACCOUNTING RECORDS OF REMco. POSTING INTO CALIFORNIA BANK OF COMMERCE AND SYSPRO SOFTWARE AND CHASE BANK USING QUICKBOOKS., 2. PAYMENTS FROM CUSTOMERS ARE POSTED AS PAYMENTS AGAINST THEIR ACCOUNTS. THE SOFTWARE POSTS THEM AS CASH IN (10300) AND A REDUCTION TO ACCOUNTS RECEIVABLE (11200). CASH ADVANCES, SUCH AS A DEPOSIT ON A CRUSHER ARE POSTED AS MISCELLANEOUS RECEIPTS WITH GOOD DESCRIPTIONS OF WHO AND WHY AND ARE POSTED TO ACCOUNT 23000. MODIFICATIONS TO CUSTOMERS ACCOUNT BALANCES, SUCH AS WRITING OFF SMALL BALANCES OR POSTING DEPOSITS AGAINST OPEN INVOICING ARE POSTED AS ADJUSTMENTS, WITH WRITE OFFS TYPICALLY DEBITING 66804 AND THE OFFSET REDUCES A CUSTOMER’S ACCOUNT A/R, AFTER BILLING, DEPOSITS ARE ADJUSTMENTS AGAINST SPECIFIC INVOICES WITH THE OFFSET BEING ACCOUNT 23000, TO REDUCE THE BALANCE IN THAT ACCOUNT., 3. PERFORM BANK RECONCILIATIONS EFFICIENTLY ON A MONTHLY BASIS BY THE FIFTH DAY OF THE MONTH. POST RESULTS INTO SYSPRO AND PERHAPS CBC. CHECKING, SAVINGS, LINE OF CREDIT (LOC), LOANS., 4. REVIEW SHIPPING DOCUMENTS DAILY FOR ACCURACY AND COMPLETENESS. SERIAL NUMBERS, QUANTITIES SHIPPED CIRCLED, PO’S ATTACHED AND ALL INFORMATION MATCHES TO SALES ORDERS., 5. OBTAIN COOPERATION FROM PRODUCTION DEPARTMENT TO BE ABLE TO RELEASE GOODS PRODUCED AGAINST SALES ORDERS TO BE BILLED., 6. OBTAIN FREIGHT CHARGES FOR GOODS SHIPPED THE PREVIOUS DAY., 7. PRODUCE INVOICING FOR THE PREVIOUS DAYS SHIPMENTS., 8. DISTRIBUTE INVOICING BY CUSTOMER PER KNOWN METHODS., 9. PRODUCE A/R TRIAL BALANCE DAILY / WEEKLY TO DETERMINE WHO REQUIRES NOTIFICATION THAT THEIR ACCOUNT IS PAST DUE., 10. SEND AGING TRIAL BALANCES TO CUSTOMERS AS NEEDED FOR COLLECTIONS. JUST THE TRIAL BALANCE, NOT THE TRIAL BALANCE SUMMARY. THE TRIAL BALANCE SUMMARY REPORTS THE SUM OF ALL OPEN A/R. NO ONE RECEIVES THAT OUTSIDE OF REMco., 11. FOLLOW UP COLLECTION EFFORTS AS NEEDED BY EMAIL OR TELEPHONE., 12. PUT CUSTOMERS ON HOLD AS NEEDED. INFORM THE CUSTOMER. WE OFTEN WILL DO A “QUIET” HOLD ON A CUSTOMER WHEREIN WE DO NOT SHIP ANYTHING TO THEM UNTIL THEIR BALANCE IS BROUGHT CURRENT., 13. ENLIST THE AID OF OTHERS TO ASSIST IN COLLECTION EFFORTS: THE PRESIDENT AND OUTSIDE SALESPERSONS, THE NATIONAL SALES MANAGERS, THE VP FINANCE. ARE THERE SPECIAL CIRCUMSTANCES WHY AN INVOICE IS OPEN? ARE WE WAITING ON A CREDIT? IS THERE A WARRANTEE CLAIM PENDING? DID WE MISSHIP? WHY IS A BALANCE STILL OPEN? IT MAY BE OUR FAULT, MAYBE NOT. COMMUNICATION WORKS., 14. DETERMINE PROPER ACCOUNTING FOR SPECIAL PAYMENTS RECEIVED. RECYCLING IS GENERALLY POSTED TO ACCOUNT 61705 HUMAN RELATIONS TO BE USED TO OFFSET PARTIES, LUNCHEONS AND SO ON. TAX REFUNDS CAN REDUCE TAXES PAID OR OTHER TAX ACCOUNTS. REFUNDS OF DUPLICATE SHIPPING INVOICING PAID GENERALLY GO BACK INTO 55000 TO REDUCE SHIPPING EXPENSES, PAYMENTS BY EMPLOYEES FOR THEIR PERSONAL SHIPMENTS OUT ARE POSTED TO 11400, ADVANCES TO EMPLOYEES. IN A PERFECT WORLD, THAT ACCOUNT SHOULD ALWAYS BE ZERO AT MONTH END. ASSIGN TASKS DAILY TO THE A/R CLERK AND CONFIRM THAT THEY ARE BEING ACCOMPLISHED AS POSSIBLE, REQUIRED AND PER INSTRUCTIONS.