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  • Accounting & Billing Coordinator

    Professional Forms, Inc. (PFI)
    Job Description
    Professional Forms, Inc.
    Job Description
    Job Title:   Accounting & Billing Coordinator                                                            Department:  Office
    Division:    Professional Forms Inc                                                Reports To: President & Vice President

    Exempt/Non-Exempt:  Non-Exempt                                                           Full-time/Part-time:  Full-Time
    Revised Date:  10/09/2017                                                                                                 Job Grade:  407

    JOB SUMMARY     
    To perform accounting and billing functions for PFI. 
    Provide prompt, friendly, knowledgeable customer service to all clients and sales support. 
    KEY RESPONSIBILITIES                       
        % of Time
    A.     75%        Accounts Receivable and Accounts Payable
    B.      20%        Customer service and sales support
    C.      05%        Other duties as assigned
    JOB DUTIES                       
    Duty    Key
      #        Resp                                                                Job Duty
    1.   A       Prepare financial and month end books for review.
    2.   A       Double-check all orders prior to billing for quality, quantities and pricing.  Use database software to create daily customer invoices.  Fold and mail customer copies.  File all office copies and related documents.  Compile and create monthly summary billing by exporting raw data and creating such reports as requested by specific clients.
    3.   A       Perform all daily accounts receivable functions for the company, matching up payments to customer invoices and entering them into the database.  Prepare bank deposits and take to the bank for transaction.  Process all credit card payments and reconcile.  Reconcile bank statement monthly.
    4.   A       Perform all accounts payable functions using the database software.  File all related documents.  Write checks weekly and prepare for signing.  Fold and mail vendor payments.  Staple and file all office copies.
    5.   A       Assign and maintain general ledger accounts.  Maintain work in progress and pre-paid accounts. 
    6.   A       Assign and maintain sales tax codes and rates.  Prepare monthly sales tax reports and tax returns.  Remit payment based on state requirements to NE, IA, MO, KS& CO.
    7.   A       Verify sales and cost of goods sold for all sales representatives in preparation of the end of the month financials.  Prepare monthly commissions earned by sales representatives.
    8.   A       Provide financials to principals of PFI monthly and quarterly.
    9.   A       Complete yearly books.  Work with accountant assigned to analyze and complete yearly records to ensure accuracy.  Provide all necessary information and documentation.
    10.   A       Reconcile credit card receipts and expense reports.  Generate, fold, and mail monthly statements to outstanding accounts receivable clients.  Contact past due accounts.
    11.   B       Provide customer service to PFI customers and sales support to the sales representatives.  Provide back up to customer service positions as needed.
    12.   B       Provide database reports to assist sales staff and associates.  Export raw data for manual manipulation and report making on monthly basis or as needed.
    13.   B       Research and brainstorm marketing ideas for customers, providing promotional product items, and keeping up with new and innovative items in the marketplace.  Promote ad specialty via all available avenues, including catalogs, emails, and samples to both customers and sales representatives.  Research and order self-promotional items for PFI.
    14.   C       Other duties as assigned, including but not limited to phone answering duties.
    15.   C       Assist shipping department as needed.
    • Associates Degree or equivalent work experience
    • 1-3 years of Accounts Receivable and Accounts Payable experience
    • 1-3 years of Customer Service experience
    • 1-3 years of experience using various software applications
    • Ability to communicate with customers and associates in a professional and courteous manner
    • Working knowledge of MS Excel and MS Word Software
    • Working knowledge of the internet
    PHYSICAL REQUIREMENTS                
    • Ability to get along with others
    • Regular, reliable attendance
    • Able to work a minimum of 35 hours per week
    • Able to work at a computer at least 75% of the time.
    • Able to verbally communicate in a professional manner to customers and co-workers
    Contact Information