Accounts Receivable

At Herzog-Meier, we believe that our people are our greatest asset. We also take great pride in having served the greater community for over 65 years. We're a team dedicated to fostering an inclusive, collaborative, and innovative work environment where every employee can thrive.Position Summary:The Accounts Receivable Specialist is responsible for maintaining accurate accounts receivable records, processing dealership deposits, performing daily bank reconciliations, monitoring outstanding receivables, and supporting the dealership's accounting operations. This position plays a critical role in protecting dealership assets through timely collections, accurate cash handling, and adherence to established internal controls and accounting procedures.The ideal candidate is highly organized, detail-oriented, dependable, and capable of managing multiple priorities while maintaining excellent customer service and professionalism.Functional Skills & Responsibilities:Accounts ReceivableAccurately post all customer, vendor, manufacturer, and miscellaneous payments.Ensure all checks received are endorsed, deposited, and posted on the same business day whenever possible.Maintain accurate and current Accounts Receivable records.Monitor Accounts Receivable aging reports daily.Follow up on outstanding customer balances through phone calls, emails, and written correspondence.Review every account with a balance greater than 30 days and maintain detailed notes documenting collection efforts.Review accounts consisting only of accumulated late fees with management before additional late fees continue to accrue.Research and resolve payment discrepancies, unapplied cash, short payments, chargebacks, and customer account issues.Prepare customer statements as required.Maintain organized supporting documentation for all receivable transactions.Assist with month-end reconciliation of assigned receivable schedules.Month-End Accounts Receivable ResponsibilitiesComplete schedules for all assigned Accounts Receivable accounts.Submit all Accounts Receivable schedules to the Chief Financial Officer by the third business day following month-end.Include written explanations and collection notes for every outstanding balance over 30 days.Maintain schedules in an audit-ready condition.Warranty ReceivablesPrint and distribute the following warranty schedules to Warranty Administrators each week.Follow up with Warranty Administrators every Tuesday regarding outstanding balances and required adjustments.Post all approved warranty adjustments accurately and timely.Assist in maintaining current warranty receivable balances.Outstanding ChecksReview outstanding check schedules at least monthly.Process stale-dated checks according to dealership policy and applicable state regulations.Send notification letters to customers regarding stale-dated checks.Transfer eligible stale checks to Schedule 83.Verify customer requests for replacement checks.Process approved reissued checks accurately and maintain appropriate documentation.Dealership DepositsPrepare all daily dealership deposits, including cash, checks, credit card receipts, and electronic payments.Process all credit card deposits using the dealership's designated payment processing systemReconcile daily deposit totals against dealership cash sales schedules. Put notes on anything that does not clear with in 2 days of close.Maintain accurate Cash Clearing accounts by ensuring deposits are posted correctly each day.Investigate and resolve Cash Clearing discrepancies promptly.Retain complete supporting documentation for all deposits in accordance with dealership policies.Ensure all deposits are completed accurately and submitted within required banking deadlines.Monitor cash transactions requiring IRS Form 8300 reporting.Complete all required Form 8300 documentation and notify the Chief Financial Officer immediately of reportable transactions.Bank ReconciliationPerform daily reconciliations of all assigned dealership bank accounts.Verify deposits, withdrawals, ACH activity, and other banking transactions have posted accurately.Research and resolve reconciling items promptly.Maintain documentation supporting all outstanding reconciling items.Submit completed daily bank reconciliations to the Chief Financial Officer weekly.Include written explanations and status updates for all outstanding reconciling items.Immediately communicate significant discrepancies or unusual banking activity to the Controller or Chief Financial Officer.Administrative ResponsibilitiesMaintain organized accounting files, both electronic and paper.Scan and file accounting documents.Respond professionally to customer and vendor inquiries.Assist with special accounting projects as assigned.Maintain confidentiality of all dealership financial, employee, and customer information.Preferred Education/Qualifications:High school diploma or equivalent required.Automotive dealership experience preferred.Experience with dealership management systems such as CDK, Reynolds & Reynolds, or similar platforms preferred.Basic accounting knowledge or accounting coursework preferred.Strong organizational and problem-solving skills.Proficiency in Microsoft Office and dealership systems.Work Experience:Prior experience in automotive service administration, warranty processing, or dealership accounting preferred.Experience reviewing and processing repair orders strongly preferred.Familiarity with dealership internal controls and service department operations beneficial.Experience working in a fast-paced dealership or service environment preferred.Benefits:Competitive salary with performance-based incentives.Comprehensive health, dental, and vision insurance coverage.401(k) retirement plan with company matching program.Flexible work arrangements to support work-life balance.Work Environment & Physical Requirements:Primarily office-based with regular use of a computer and standard office equipment.Occasional need to retrieve and review physical files.Ability to occasionally lift up to 25 pounds.Standard business hours with occasional overtime to meet monthly or quarterly deadlines. #J-18808-Ljbffr