Accounts Receivable Associate

Agri-Mark/Cabot Creamery - Waitsfield, VT

Full-time

Waitsfield, VT

Food Manufacturing

About the position

At Agri-Mark/McCadam/Cabot Creamery, we pride ourselves on over a century of commitment to farmers, family values, sustainability, and integrity. As the world's first dairy co-op to achieve B Corp certification in 2012, we are dedicated to transforming the global economy to benefit all people, communities, and the planet. We are currently seeking an Accounts Receivable (A/R) Associate to join our team. This role is essential in supporting the Accounts Receivable team with various tasks related to billing and deductions. The A/R Associate will primarily focus on maintaining records that support customer claims deducted from invoice payments, which often relate to trade promotion deals, shipping, transportation, pricing, quality, compliance, or handling fees. The A/R Associate will be responsible for indexing all deductions and forwarding them to the appropriate area for research and resolution. This position requires a highly organized individual with a strong attention to detail who takes pride in their work. Excellent communication skills are essential, as the A/R Associate will interact with various stakeholders both within and outside the organization. This role also provides an opportunity to expand knowledge in accounting and other business areas, making it a great stepping stone for career growth. Key responsibilities include reviewing daily cash receipts transactions, retrieving deduction claim documents, uploading deduction backups to Sharepoint, validating check request claims, preparing adjustment worksheets, sorting incoming mail, scanning records, and assisting with transitioning record-keeping tasks to the Sharepoint application. The A/R Associate will also perform other ad hoc duties to support the A/R and deductions administration.

Responsibilities

• Review daily cash receipts transactions posted by A/R and identify remittances with deduction claims.
• Retrieve deduction claim documents from bank remittance, emails, or customer web portals.
• Separate deduction backup accordingly and label each file using proper naming conventions.
• Upload deduction backup to the Sharepoint Settlements folders under assigned customers.
• Pursue missing backup by submitting claims on customer web portals or emailing other contacts.
• Validate check request claims submitted into the Trade Promotions Management (TPM) system.
• Review backup for accuracy, ensuring payee entered in TPM system matches billing info on invoice.
• Submit weekly TPM check request transactions to Accounts Payable using Excel template.
• Prepare Spoils adjustment worksheets for A/R team to process credit memos to clear deductions.
• Retrieve, open, and sort incoming mail from warehouse courier bags.
• Correctly identify type of document, such as PODs, delivery tickets, credit memos, etc.
• Separate and collate delivery tickets, forward DSD tickets to A/R, and prepare PODs for scanning.
• Scan records to appropriate folder in the OnBase system using a high-resolution scanner.
• Index scanned records and review for clarity and accuracy.
• File other non-paper records by uploading transactions to OnBase, either from emails or electronic files, such as credit memos and shipping tickets for commodity, whey & powder.
• Retrieve documents for research as requested by warehouse, accounting, customer service, sales.
• Assist department with transitioning record-keeping tasks to the Sharepoint application.
• Mail paper invoices to customers who still receive invoices by snail mail.
• Perform other ad hoc duties to support A/R and deductions administration.

Requirements

• Associate degree in accounting or equivalent preferred or minimum of 2 years of relevant experience.
• Proficiency with computer systems with basic knowledge of Microsoft applications.
• Experience with PDF files using page extraction and editing tools is desirable but can be trained.
• Some basic Excel spreadsheet skills will be necessary.
• Strong attention to detail and accuracy are a must.
• Excellent written and verbal communication skills.
• Demonstrate excellent interpersonal skills and problem-solving abilities.
• Self-motivated with the ability to work independently.

Nice-to-haves

• Experience with PDF files using page extraction and editing tools is desirable but can be trained.
• Some basic Excel spreadsheet skills will be necessary.