Accounts Receivable Digitial Analyst (CPS)

May 3, 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