Credit & Collections Specialist

Credit & Collections Specialist

The Credit & Collections Specialist is responsible for supporting accounts receivable, credit administration, and customer account management processes. This position ensures timely and accurate cash application, maintains customer records, evaluates creditworthiness, and resolves billing discrepancies while delivering excellent customer service. The role works cross-functionally to support invoices, collections, tax compliance, and payment processing, optimizing cash flow and maintaining data integrity.

Responsibilities

• Post daily cash receipts to appropriate accounts and ensure batches balance; investigate and resolve discrepancies with customers or internal teams.
• Reconcile credit card transactions and settlements between the accounting system and merchant processors.
• Manage invoice entry and payment activity across customer procurement and third-party systems.
• Monitor accounts receivable aging and follow up on past due balances; support collections efforts.
• Research and resolve account disputes, billing discrepancies, short/overpayments, and unapplied credits.
• Maintain and update customer account records, including billing/shipping details and tax-exempt status.
• Analyze and assess customer creditworthiness; process credit applications, verify references, and maintain documentation.
• Assist in setting up new customers, releasing held orders, and maintaining accurate credit limits.
• Support credit card and ACH payment setup, including gathering and validating payment information.
• Work with accounting to process adjustments, offsets, and miscellaneous credits.
• Ensure compliance with sales tax requirements by managing exemption certificates using Avalara CertCapture; request, validate, and correct documentation as needed.
• Communicate with customers regarding invoice inquiries, tax discrepancies, and payment-related questions.
• Complete vendor setup requests and maintain required documentation (W-9s, ACH, wire instructions).
• Monitor shared accounting inbox and respond to internal and external inquiries in a timely manner.
• Provide backup reception/phone coverage and support departmental operations as needed.
• Participate in team meetings and contribute to continuous process improvements.

Qualifications

• High school diploma required; Bachelor's degree in Accounting, Finance, Business, or related field preferred.
• 35 years of experience in accounts receivable, credit, or general accounting functions preferred.
• Strong knowledge of basic accounting principles and accounts receivable processes.
• Familiarity with sales tax regulations and exemption certificate management (AvaTax experience preferred).
• Experience with cash application, account reconciliation, collections, and credit analysis.
• High attention to detail, accuracy, and strong organizational skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong problem-solving skills with the ability to research and resolve discrepancies independently.
• Excellent written and verbal communication skills with a customer-focused approach.
• Ability to work both independently and collaboratively within a team environment.
• Proficiency in Microsoft Office (Excel, Word, Outlook).

Physical Demands. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision and the ability to adjust focus.

Work Environment. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.