POSITION DESCRIPTION 

The Accounts Receivable Specialist reports to the Vice President of Finance and works closely with the Finance and Accounting team and Guest Service Operations in managing cash collections, invoicing, and reconciliations to ensure steady cash flow. 

Specific Responsibilities 

• Reconciles daily box and back office sales recaps and posts to general ledger daily

• Maintains all accounts receivable records for group sales: Prints and files invoices, distributes invoices to customers in their requested formats 

• Reconciles online registrations: Posting and reconciling payments and refunds from registration system into CRM platform 

• Reviews CRM platform group transactions to ensure that all paid transactions are completed and applies cash and collections for group invoices 

• Processes credit card adjustments through CRM platform, as needed 

• Researches, documents, and reviews credit card chargebacks with other departments and challenges disputes 

• Monitor accounts receivable aging and identify overdue accounts. Contact customers to follow up on outstanding balances and negotiate payment plans when necessary 

• Completes monthly bank, deposit and e-card reconciliations 

• Reconciles CRM platform to general ledger receivables monthly 

• Prepares support for group revenue reclass at month end 

• Generate and maintain accounts receivable aging reports, payment status updates and collection progress. 

• Communicates clearly and collaborates frequently with other departments by providing and requesting information and resolving disputes, as needed 

• Respond to customer inquiries regarding billing, payments, and account discrepancies 

• Ensure compliance with company policies, financial regulations and internal controls 

• Assist with audits by preparing documentation and responding to auditor inquiries 

Qualifications 

• Bachelor’s or associate’s degree in accounting or finance, preferred, or relevant work experience 

• Two to three years in accounts receivable or general accounting preferred 

• Experience in a non-profit organization preferred 

• Proficiency in Excel required 

• Experience with Sage and/or Tessitura (CRM) ideal 

• Attention to detail with good problem-solving skills, sound judgment, and excellent interpersonal skills 

• Concise, effective, customer-service oriented written and verbal communication skills 

• Commitment to the Aquarium’s mission, with an appreciation for the important role that the Aquarium plays in conservation, education and the life of a vibrant community 

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.