Accounts Receivable & Office Support

Accounts Receivable & Office Support

FilterShine Northeast
Location: Denver, PA
Job Type: Flexible Part Time - 25 - 30 hours per week
Schedule: Monday–Friday, 9:00 a.m.–5:00 p.m.
Pay: $18.00 per hour
Reports To: Office Manager

Position Summary

FilterShine Northeast is seeking a dependable, detail-oriented Accounts Receivable & Office Support Clerk to join our office team.

This position is responsible for managing the company’s day-to-day accounts-receivable processes, including payment tracking, collections follow-up, deposits, customer communication, and documentation. The employee will also assist the Office Manager with accounts payable, document organization, and miscellaneous administrative projects.

The ideal candidate is organized, comfortable following established procedures, and able to track multiple deadlines without allowing items to fall through the cracks.

Primary Accounts Receivable Responsibilities

The Accounts Receivable & Office Support Clerk will manage assigned accounts-receivable responsibilities through completion, including:

• Maintain and update the weekly accounts-receivable report.
• Review customer balances and identify past-due accounts.
• Follow the company’s established collections schedule.
• Contact customers regarding past-due invoices and payment commitments.
• Send statements, payment reminders, and approved collection letters.
• Document all collection activity, customer commitments, and payment updates.
• Maintain the customer payment calendar.
• Process and apply customer payments, deposits, and remittances.
• Monitor failed or declined payments.
• Track payment arrangements and confirm that scheduled payments are received.
• Track active service freezes and notify the appropriate departments of payment-status changes.
• Maintain certified-mail records and assigned lien-related deadlines.
• Respond to routine customer questions regarding invoices, balances, and payments.
• Escalate disputes, exceptions, legal concerns, and higher-risk collection decisions to the Office Manager.
• Keep customer payment notes current in QuickBooks, ServiceTrade, and applicable tracking systems.

Accounting and Administrative Support

Under the direction of the Office Manager, this position will assist with:

• Entering accounts-payable invoices and supporting documentation.
• Reviewing invoices for missing or inconsistent information.
• Organizing vendor statements and discrepancy records.
• Filing and maintaining accounting documentation.
• Preparing spreadsheets, reports, and tracking lists.
• Completing data-entry and record-cleanup projects.
• Assisting with other accounting-related assignments as requested.
• Digital and physical filing projects.
• Miscellaneous administrative and special projects.

Qualifications

• Previous accounts-receivable, collections, bookkeeping, or administrative experience is preferred.
• Experience with QuickBooks is preferred.
• Experience with ServiceTrade or a similar service-management system is helpful but not required.
• Comfortable making professional collection calls and following up consistently.
• Strong written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to maintain organized records and track multiple deadlines.
• Ability to handle confidential financial and customer information appropriately.
• Comfortable using email, spreadsheets, cloud-based files, and office software.
• Ability to follow established procedures while recognizing when an issue must be escalated.
• Dependable attendance and consistent follow-through are required.
• Valid driver’s license and reliable transportation for daily bank, post-office, or administrative errands.

What Success Looks Like

A successful person in this position will:

• Keep AR records accurate and current.
• Follow up on overdue accounts consistently and professionally.
• Document every payment commitment and collection action.
• Complete assigned support work accurately and on time.
• Communicate delays, missing information, and problems promptly.
• Take responsibility for following AR items through resolution or escalation.
• Provide reliable support to the Office Manager

To apply, please submit your résumé and a brief explanation of your relevant accounts-receivable, collections, accounting, or administrative experience.

Pay: $18.00 - $19.00 per hour

Expected hours: 25.0 – 30.0 per week

Benefits:

• Flexible schedule

Application Question(s):

• Are you comfortable contacting customers by phone regarding overdue invoices, missed payment commitments, returned payments, and service freezes?

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How many years of experience do you have in accounts receivable, collections, bookkeeping, or a similar administrative position?

• Which software programs have you used professionally?
• This position requires daily local errands during work hours using a personal vehicle, including trips to the bank and post office. Are you able to reliably perform this job responsibility, with or without reasonable accommodation?
• This position requires tracking customer promises, collection dates, and miscellaneous projects. What system do you use to ensure deadlines and follow-ups are not missed?

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A customer promised to make a payment on Friday, but the payment was not received and the customer has stopped responding. What steps would you take, and how would you document your actions?

• Describe your AR or collections experience, including posting payments, preparing deposits, monitoring past-due accounts, contacting customers, documenting collection activity, and tracking payment arrangements.

Work Location: In person