Accounts Receivable Representative II

Job Description

The Accounts Receivable Representative II is responsible for managing an assigned portfolio of customer accounts and performing advanced accounts receivable activities, including invoicing, collections, cash applications, account reconciliations, and dispute resolution. This role serves as a key contributor to NSF's cash flow objectives by independently resolving complex customer account issues, supporting month-end close activities, and partnering with internal and external stakeholders to ensure accurate billing and timely payment collection. The AR Representative II applies advanced knowledge of accounts receivable processes and systems to identify solutions, improve operational efficiency, and support continuous process improvement initiatives. This position also serves as a resource to junior team members and assists with training and knowledge sharing across the department.

Responsibilities

Accounts Receivable & Collections

• Manage an assigned portfolio of customer accounts and maintain ownership of account balances, collection activities, and issue resolution.
• Conduct proactive collection efforts through phone, email, and written communication to reduce past-due balances and improve cash flow.
• Research and resolve payment discrepancies, short payments, billing disputes, unapplied cash, and customer account inquiries.
• Create, execute, and monitor customer payment plans when appropriate.
• Manage complex accounts including bankruptcies, bad debt accounts, and special handling programs.
• Prepare account aging analyses and support collection reporting activities.

Invoicing & Billing Administration

• Generate and distribute customer invoices, credit memos, debit memos, and other billing documents accurately and timely.
• Administer customer invoice web portals, including setup, maintenance, invoice uploads, troubleshooting, and customer training.
• Monitor invoice delivery processes and investigate billing exceptions, including Billtrust failures and other invoice transmission issues.

Account Reconciliation & Analysis

• Perform account reconciliations and detailed account research to ensure balance accuracy.
• Utilize Oracle, iPulse, and other financial systems to validate customer account activity and resolve discrepancies.
• Investigate root causes of recurring billing or payment issues and implement corrective actions where appropriate.
• Maintain accurate documentation of collection efforts, account adjustments, and issue resolutions.

Month-End Close & Process Support

• Support month-end and year-end close activities through reconciliations, reporting, and account analysis.
• Assist with bad debt reviews, write-off documentation, and other AR-related accounting activities.
• Participate in projects, system enhancements, process improvement initiatives, and regression testing activities.
• Coordinate collection meetings with business partners to review account status and collection strategies.

Customer Service & Team Support

• Develop and maintain positive working relationships with customers and internal stakeholders.
• Collaborate with Sales, Operations, Accounting, and Client Services teams to resolve account issues and improve customer experience.
• Manage departmental email boxes, ensuring timely response, delegation, and resolution of inquiries.
• Provide guidance and support to AR Representative I team members and assist with onboarding and training efforts

Qualifications

Education & Experience

• Associate's degree in Accounting, Finance, Business Administration, or related field preferred; equivalent experience will be considered.
• 2-4+ years of experience in Accounts Receivable, Billing, Collections, Cash Applications, or related finance functions.
• Experience managing customer account portfolios and resolving complex account issues.

Knowledge, Skills & Abilities

• Strong understanding of accounts receivable, collections, invoicing, cash applications, and reconciliation processes.
• Working knowledge of ERP systems, preferably Oracle.
• Experience using financial systems and reporting tools for research and analysis.
• Strong analytical, problem-solving, and organizational skills.
• Excellent written and verbal communication skills.
• Ability to prioritize multiple responsibilities, work independently, and meet deadlines in a fast-paced environment.
• Proficiency in Microsoft Office applications, particularly Excel.

Job Info

• Job Identification 4373
• Job Category Finance and Accounting
• Locations 789 N. Dixboro Road, Ann Arbor, MI, 48105, US
• People Leader Position No
• Work Classification Hybrid

National Science Foundation (NSF)