Accounts Receivables Clerk

About Excel Orthodontics Excel Orthodontics is a family-owned orthodontic appliance laboratory serving orthodontic and dental practices throughout the Pacific Northwest. We operate two locations, Tigard, Oregon and Woodinville, Washington, with a team of approximately 58 people. Our work is precision manufacturing, and our customers are practices who depend on us to deliver accurate appliances on schedule. About this role This is a two-phase position, and we want to be direct about that up front. This role starts in accounts receivable and grows into full charge bookkeeping. Phase one is receivables recovery. Our accounts receivable balance has grown beyond where it should be, and the first priority is bringing it current. You will own the aging report, work the accounts, resolve the disputes and credits sitting behind them, and build the process that keeps this from happening again. We expect this phase to run roughly six months. Phase two is full charge bookkeeping. Once receivables are current and the process is stable, this role expands to own the full accounting cycle for both locations, including accounts payable, cash application, reconciliations, and close support. We are looking for someone who has the patience and persistence to do the cleanup work well, and the technical depth to grow into the broader role. If you are only interested in one of those two things, this is probably not the right fit. What you will do

• Receivables recovery and management
• Own the accounts receivable aging report and drive down past due balances across all buckets
• Contact customer accounts by phone and email to resolve outstanding balances, working professionally with practices we intend to keep as long-term customers
• Research and resolve billing discrepancies, remake and adjustment credits, short pays, and unapplied cash
• Apply payments accurately and reconcile the AR subledger to the general ledger
• Generate and issue invoices and monthly statements on a consistent schedule
• Recommend accounts for write-off or third-party placement, with supporting documentation
• Build and document a repeatable collections cadence, and escalation points.
• Report AR status, recovery progress, and risk accounts to the President and Controller on a set schedule

Expanding into full charge bookkeeping

• Accounts payable, including vendor invoice entry, approval routing, and payment runs
• Own payroll tax rate maintenance in our payroll system. When Oregon and Washington issue annual rate notices, confirm the new rates are entered correctly and take effect on the right date, including unemployment insurance experience rates and taxable wage bases, Paid Leave Oregon, Washington Paid Family and Medical Leave, WA Cares, Washington L&I risk class rates, and statewide transit tax, and applicable transit district and metro area taxes
• Review payroll tax deposits, quarterly returns, and annual filings prepared by our payroll provider for accuracy and timeliness, and catch keying errors, short pays, and misapplied rates before they turn into agency notices
• Own the payroll tax notice process end to end: log every notice from the Oregon Employment Department, Oregon Department of Revenue, Washington Employment Security Department, Washington L&I, and the IRS, identify the root cause, drive resolution with the provider, and confirm penalties and interest are abated or paid
• Reconcile payroll expense and liability accounts to the general ledger each period, including federal and state withholding, unemployment, Oregon Paid Leave, Washington Paid Family and Medical Leave, workers compensation, and benefit deductions across both locations
• Bank and credit card reconciliations
• General ledger entry and account reconciliations
• Month-end close support and preparation of schedules for the Controller
• Sales tax filings and support for annual CPA and audit requests
• Maintain organized, audit-ready financial records for both locations

What you bring Required

• Three or more years of accounts receivable, collections, or full cycle bookkeeping experience in a business-to-business environment
• Demonstrated success recovering aged receivables, and the ability to talk specifically about how you did it
• Working knowledge of the full accounting cycle, including AP, reconciliations, and general ledger, whether or not your current title reflects it
• Strong Excel skills, including pivot tables, lookups, and building your own aging analysis
• Experience with QuickBooks online
• Comfort making collection calls directly, without needing to be prompted
• Sound judgment about when to press an account and when to escalate
• Multi-state payroll tax exposure in Oregon and Washington, or demonstrated ability to learn two states' rate structures quickly and independently

Preferred

• Experience in manufacturing, distribution, or laboratory services
• Experience standing up or rebuilding an AR process rather than maintaining an existing one
• Experience reviewing payroll filings and tax deposits prepared by an outside payroll provider or PEO
• Associate degree or higher in accounting, finance, or business, or equivalent experience

Note on background: This is a business-to-business commercial receivables role. Experience is transferable from manufacturing, distribution, wholesale, construction, and professional services. Medical or dental insurance claims billing experience is not a substitute. Compensation and benefits

• Base pay: $30.00 to $36.00 per hour, depending on experience. Overtime is paid at time and a half for hours over 40 in a workweek.
• Pay on expansion: Upon successful transition to full charge bookkeeping responsibilities, base pay increases to a range of $36.00 to $38.00 per hour.

Work environment and physical requirements This position works onsite at our Tigard, Oregon facility in a standard office environment adjacent to a manufacturing lab (once onboarded hybrid schedule may be available). The role requires the ability to sit or stand at a workstation for extended periods, use a computer and telephone for the majority of the workday, communicate clearly by phone and in writing, and occasionally lift up to 20 pounds. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of this role. How to apply Submit your resume and a short note describing a receivables situation you inherited and what you did about it. We read those. Excel Orthodontics is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, genetic information, marital status, or any other characteristic protected by federal, Oregon, or Washington law. We do not ask about salary history. Employment is contingent on a background check conducted after an initial interview, in accordance with applicable law. Benefits:

• 401(k)
• 401(k) matching
• AD&D insurance
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person