Accounts Receivable Specialist

Job Description

Accounts Receivable Specialist | University at Buffalo Campus Dining & Shops

The Tone:
This is a full-time role at University at Buffalo Campus Dining & Shops, located in Buffalo, NY. Campus Dining & Shops operates and manages the various dining facilities and retail shops across the university campus, providing essential services to students, faculty, and staff. This role is crucial for ensuring the smooth financial operation of these services by meticulously managing incoming payments and maintaining accurate financial records. The specialist directly contributes to the fiscal health and operational efficiency of the entire dining and retail ecosystem.

The TL;DR
• Role: Early Career
• Type: Full-Time, Non-Exempt
• Location: In-person Buffalo, NY
• Pay: $20–$26 hourly
• Team: Reports to the Accounting Manager within the Accounting Department
• Mission: Owns ensuring accurate and timely processing of invoices and managing financial records related to accounts receivable for Campus Dining & Shops.
• Tech Stack: MS Office, accounting software (e.g., Sage Intacct)

What You’ll Actually Do
• Invoice Management: Generate and accurately send out invoices to a diverse range of customers, ensuring adherence to established billing cycles and specific requirements. This includes managing special processing procedures unique to university customers, such as vouchers, summer group billings, and Inter Departmental Invoices.
• Billing & Collections: Systematically carry out all billing, collection, and financial reporting activities, ensuring strict compliance with specific deadlines. This also involves the crucial weekly compilation of gratuities, which are essential for timely payroll processing.
• Payment Processing & Monitoring: Actively follow up on outstanding payments, diligently collect funds, and accurately allocate them to the correct accounts. Continuously monitor customer account details to identify and address non-payments, delayed payments, or other financial irregularities proactively.
• Discrepancy Resolution: Thoroughly research and resolve any payment discrepancies that arise, collaborating with customers or internal teams to reconcile accounts and ensure accuracy.
• Record Keeping & Reporting: Maintain comprehensive accounts receivable customer files and records, ensuring all financial data is meticulously organized. Generate and distribute monthly customer statements, and prepare detailed monthly, quarterly, and annual reports on receivables for management review, while also assisting with special projects as requested.

The Must-Haves
• Background: Entry-Level. Associate’s degree in accounting, Business, or a related field preferred.
• Experience: Proven working experience as an Accounts Receivable Specialist or in a similar financial role. General Ledger experience is preferred.
• Skills: Proficiency in MS Office applications and relevant accounting software, a high degree of accuracy and meticulous attention to detail, and excellent mathematical and analytical capabilities.
• Bonus: Experience with Sage Intacct accounting software, excellent communication, organizational, customer service, and interpersonal skills, and the ability to work effectively both independently and as part of a team.