Accounts Receivable Collection Specialist

Bay State Milling Job Description
Job Title: AR Collection Specialist
Department: Finance
Reports To: Director, Credit
FLSA Status: Non-Exempt
COMPANY HISTORY/BACKGROUND
Bay State Milling ("BSM", is one of the nation's leading providers of flour and plant-based ingredients for the grain-based food industry. Based in Quincy, MA, the business has been family-owned and operated since 1899. The Company has grown and is now one of the largest family-owned grain-based food ingredient companies in the country. Further, BSM has market-leading positions in high growth ingredient categories like whole grains, organics, ancient grains, gluten-free and sprouted seeds that are driving much of the growth in grain-based foods. It is the fourth largest national commodity wheat milling company in the U.S., which provides a distribution network for its high value, specialty ingredients that serves virtually all major metropolitan markets. BSM has a strong commitment to be the leader in specialty grain-based food ingredients through investments in innovation, employees, proprietary manufacturing processes, and an expanding distribution base. BSM's customers range from the largest multinational companies to local independently owned and operated businesses. These include retail and commercial bakers, in-store bakeries, food manufacturers, food service operators, bakery, pizza, and system distributors. BSM also serves key segments of the feed industry that use wheat co-products for pet food formulas, feed mills, and integrated animal protein products.
SUMMARY
The AR Collection Specialist plays an important role within the Collection Department at Bay State Milling Company. This individual is responsible for developing and maintaining strong relationships with customers while ensuring timely payment of invoices and the collection of delinquent accounts. Their duties include monitoring accounts payable statements to identify debts owed to their company, contacting customers or business partners to notify them of overdue payments, and documenting debts collected. This position requires the need to function in a team environment and interact internally with all levels of the organization to include mill operations, sales, customer service, traffic and control departments, and externally with our customer base. Qualified candidates must demonstrate strong attention to detail, decision-making skills, communication skills, ability to learn and adapt to new systems, and the ability to work both independently and collaboratively.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Drafting communications and contacting customers to follow up on past due payments and sending out past due invoices to customers.
• Reviewing banking reports to confirm amounts collected. Reviewing and reconciling accounts.
• Responding to customer concerns via phone and email.
• Reviewing all new credit applications and processing credit reports for Director's review.
• Responding to credit reference inquiries.
• Maintaining excel reports for monthly review.
• Setting up all new accounts within the AX system. Maintaining and setting up new customer folders.
• Acting as daily point of contact for support with customer service and sales.
• Attending weekly credit hold meetings.
• Assisting with deduction management system.
• Responding to statement requests.
• Compiling refund check requests.
• Identifying items in the database to find issues or problems that may be encountered by customers.
• Analyzing data from various sources including records of transactions, invoices, etc.
• Collecting and maintaining all collections materials.
• Reviewing, organizing and processing collection documents for accuracy and completeness.
• Completing special projects and other duties as assigned.

QUALIFICATIONS to perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Minimum of an Associate's degree (A.A.) or equivalent in Finance, Accounting, or Business Administration.
• Minimum of two years of credit and collections experience; or equivalent combination of education and experience.
• NACM certification is preferred.

• Must possess basic accounting skills.

• Exposure to complex ERP systems such as Microsoft AX Dynamics, Dynamics 365, Oracle, SAP, etc.

• Applicable experience in both administrative and accounting support
• Expertise in MS Office; strong technical skills and ability to learn software quickly.
• Proven ability to calculate, post and manage accounting figures and financial records.
• Must have the ability and willingness to learn new skills, as well as provide excellent customer service with a high level of professionalism.
• Ability to work independently and multi-task effectively.
• Must have strong organizational skills including attention to detail, problem solving ability, time management, teamwork, and initiative.
• Excellent interpersonal skills.
• Ability to always maintain confidentiality while performing duties.

LANGUAGE SKILLS
Ability to read, analyze, and interpret general business periodical, professional journals, technical procedures, or governmental regulations. Ability to write reports and business correspondence. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Must communicate (verbally and written) with all levels of management within organization.
MATHEMATICAL SKILLS
Ability to calculate figures and amounts such as discounts, interest, commissions, percentages.
REASONING ABILITY
Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems in standardized situations. Must be able to understand and consider short and long term effects of each decision made not only as they relate to credit but their impact on the Company.
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit or stand. The Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is generally exposed to a non-manufacturing, office type environment and not subject to noise, dust, industrial type machinery. Occasionally and when visiting operating sites, the employee may be exposed to limited amounts of dust and noise and be in the general vicinity of large manufacturing equipment.
FOOD SAFETY / SECURITY REQUIREMENTS:
The Company is committed to producing and delivering defect-free products. To ensure this, all employees are required to be trained on and adhere to the Good Manufacturing Policies set forth by the Company as they pertain to personnel practices, equipment, and facilities. It is also vital that all employees be aware of the work environment and when possible, prevent accidental or intentional adulteration of products produced at this facility. As a result any employee has a right to put product on hold if they have a concern. At the plant level, only the Quality Assurance Manager and General Manager have the authority to release product on hold.