Job title: Staff Accountant Receivables

Transcription

1 Job title: Staff Accountant Receivables Our Firm Capsim Management Simulations Inc designs, builds and delivers the renowned Capstone Business Simulation and a suite of related business simulations to university students and corporate executives worldwide. Participants use our simulations to improve their business skills, running virtual companies in competitive marketplaces. Capsim Internet applications support the classroom environment for the instructor and provide a decision support environment for participants. Our clients include undergraduate and master programs at major universities and the training & development departments of Fortune 1000 corporations. Based in Chicago, Capsim has been a prime mover in taking business education from case studies to simulation-based pedagogy over the past 30 years. Our philosophy is simple, people learn best by doing. We share that philosophy with over 500 universities, colleges and high schools around the world and more than 40 corporations. We work closely with our customers to determine their teaching needs and design products to fulfill them. The Business Area Our Accounting staff must be comfortable with tight deadlines, be team players and have strong communication skills. Our Staff Accountant will be performing all bookkeeping tasks, such as data entry, customer billing and processing receipts, debt collection, and other special assignments. The Accounting department undertakes the full range of accounting activities including future cash flow forecasts, general ledger preparation, financial reporting, year-end audit preparation and the support of budget and forecast activities. The Role Our Staff Accountant supports the maintenance of accounting principles, practices and procedures, ensuring accurate and timely financial reporting across the company. You are able to work productively in a dynamic environment and be a solutions-oriented team player. You will take full responsibility for: Customer Invoicing and Cash Receipt Application. Communicate with Client Relationship Consultants (CRCs) and Sales with regards to customer orders, terms, invoicing and open balances; set up customer accounts in the system and review customers list on a regular basis to make sure their information is correct and updated.

2 Bill all domestic and international customers on the timely basis based on contracts, terms and procedures. Process all orders received within 24 hours. Work with Staff Accountant in charge of disbursement to invoice all billable expenses accurately, on a timely basis and based on the contracts. Review the request from the customers if there is a dispute or discrepancy on the invoice. Maintain permanent A/R open files, paid files, Customer contracts and signed W9 for customers. Ensure complete and accurate customer records such as billing information, customer contact, address, terms and conditions via our accounting system. Including work papers related to customer accounts. Maintain customer extended and special pricing list including FATCA and W8-BEN-E requirements for foreign entities. Review and approve daily AR batches. Process bookstores and university returns and unused registrations by reviewing return authorization, packing slip and registration numbers deletion records. Oversee issuance and deletions of registration numbers based on invoices and credit memos. Verify refund requests from professors and student payment account. Instruct accounting interns to issue customer credit memos and refunds via credit card or a check. Review the credit memo and the refund for accuracy. Monitor daily EFT report for NSF payment. Issue instructions to place student account on hold. Manage and monitor accounting staff access to Itransact. Provide necessary reports as requested. Download daily credit card payment report from chase paymentech and Itransact, Review cash entries in GP for accuracy. Approve daily cash receipt batch and forward to A/P staff. Record customer payments and prepare daily banking such as credit card processing, ACH credits, incoming Wire Transfers and Deposits to cash log worksheet. Identify and resolve short payments and unapplied cash, propose the adjustment if needed. Process charge backs via Chase Paymenttech and American Express weekly. Set up intern s schedule week and manage their activities. Adjust intern s workload to make sure the workflow is managed effectively and efficiently. Back up to other staff accountant when needed.

3 Debt Collection Review AR and monitor aging weekly to identify accounts with outstanding balances. Ensure account statements and invoices are sent to all clients with over 30 days balance monthly. Chase up overdue accounts via phone, letter and/or . Determine allowance on bad debts based on the status and collectability of the invoice. Maintain work papers related to the analysis. Determine accounts needed to be written off, after all the collection methods have been exhausted. Document all account collections, write offs and recoveries in a manner that can be readily accessed and viewed by other staff. Maintain work papers for write off and recovery. Inform CRS manager of written off accounts. Reconciliations of Key Accounts Reconcile Accounts Receivable to G/L monthly. Reconcile Key A/R sub ledger account with customers monthly. Prepare end-of-month journal entries as required; such as A/R related deferral adjustments. Maintain reports needed for deferral such as auto enrollment, prepaid reports. Maintain necessary work papers to update month end closing. Allowance for bad debts, Commissions, etc. Review and update all necessary reports and worksheets associated with entries such as Dealers list and foreign tax credit. Maintain and reconcile back up work papers as assigned to the A/R related accounts to G/L Allowance for bad debts, Bad debt expense. Perform bank reconciliation on a monthly basis by comparing bank statements to GP, including Chase bank and Fifth Third Bank checking account, credit card account, saving account and MSI checking account. Prepare bank reconciliation report and outstanding checks report. Maintain Capsim Subsidiary s account MSI Wings in QuickBooks monthly. Budgets and Financial Statements Maintain chart of accounts in GP accounting system and management reporter.

4 Work with Accounts Manager to review financials monthly, quarterly and yearly including preparation of sales report analysis. Assist in preparing work papers provided by clients, analysis and financial disclosures for annual audit. Assist in month and year end closing, including Great Plains year end closing. Assist in preparing annual budgets and revenue projections. Assist on special projects as required supporting business activities and providing backup support for other accountants and overall office support. Provide necessary work papers needed for external and government reporting as needed. Manage MSI Wings financials in QuickBooks. Assist in preparing consolidated financials. Maintain high standard of integrity by protecting Capsim Financial data, documents, information and back up. Your Assets Essential Achievement focus - Self-directed, highly motivated, reliable, persistent and hard working. Adaptability - Ability to multi task, work under pressure and meet deadlines. Analytical Skills - Experience with Excel, Works, Power point presentation and Access. Use of Technology - Must have at least 3 years experience using Great Plains and QuickBooks accounting software. Business Ethics, safety, security and confidentiality - Must be a fast learner and maintain a high standard of professional attitude. Possess team leadership and must be able to lead and to follow. Desirable

5 BS in accounting or related field, CPA and MBA a plus Experience processing various accounting transactions This job description should not be construed to imply that these requirements are the exclusive standards of the position. Incumbent will follow any other instructions, and perform any other related duties, as may be required of the supervisor. ACKNOWLEDGED: Employee DATE PRINTED NAME