Accounts Receivable Associate
Who We Are
Founded in 1926, the Colonial Williamsburg Foundation is a private, not-for-profit educational, historic, and cultural institution that owns and operates one of the largest and best-known museum complexes in the world. Our mission is “that the future may learn from the past” through preserving and restoring 18th-century Williamsburg, Virginia’s colonial capital. We engage, inform, and inspire people to learn about this historic capital, the events that occurred here, and the diverse peoples who helped shape a new nation. Today, Colonial Williamsburg is the largest living history museum in the U.S. The Historic Area is the 301-acre restored colonial capital with 88 original buildings and 525 buildings reconstructed to how they appeared in the 18th century through extensive archaeological, architectural, and documentary research. The Historic Area is staffed by highly trained, historically dressed interpreters and expert tradespeople who bring the 18th century to life. The Foundation also owns and operates two world-class museums, the DeWitt Wallace Decorative Arts Museum, and the Abby Aldrich Rockefeller Folk Art Museum, and a renowned research library, the John D Rockefeller Jr Library. Additionally, Colonial Williamsburg is home to five world class accommodations at the Williamsburg Inn, Williamsburg Lodge Autograph Collection, the Griffin Hotel, the Williamsburg Woodlands Hotels and Suites and the unique Colonial Houses in the Historical Area. Visitors may also indulge in food and drink at our many on site restaurants and taverns that blend a historically inspired dining experience with today’s evolved tastes. Each year over 5 million people visit Williamsburg and another 20 million engage with us digitally.
About the Position
Maintain customer accounts, reconcile customer account balances, collect, and apply payments accurately. Prepare cash deposits and process credit card transactions. Work closely with Admissions, Conference Sales and Services, and other directors and managers to ensure revenue is accounted for properly and customer invoices are timely and accurate. Make independent decisions within the scope of responsibility.
Essential Functions:
Billing:
- Demonstrate a comprehensive understanding of transactions posted to customer billing accounts from various sources to include admissions tickets, restaurant checks, hotel, and golf, and independently gather detailed receipts to support the billing process.
- Audit Admission sales, rental transactions, and other miscellaneous transactions posted to city ledger and master accounts based on consumed goods, services rendered, and contractual terms. Prepare accurate invoices for timely submission to customers.
- Review transactions for proper handling of taxes. Assist hotels and restaurants with tax exempt requirements. Work with the Tax Department to ensure proper documentation is collected and filed for tax exempt qualified transactions.
- Establish an understanding and sound interpretation of contract language ensuring compliance and fulfillment of stated terms, concessions, and other requirements.
- Perform other duties as assigned.
Collections:
- Maintain and manage accounts receivable aging for assigned customer accounts.
- Routinely review outstanding account balances and contact customers for payment. Keep management informed of accounts that require attention for collections or potential write-offs. Follow-up on past due balances, apply payments, and perform account reconciliations.
- Provide analysis of and responses to account collection issues and customer inquiries and discrepancies. Process refunds, prepare account adjustments, and research short payments.
- Coordinate and support Conference Service managers and group PICs to resolve billing issues. Provide timely responses and resolution to inquiries
Accounting Records
- Prepare month-end entries for posting to accounts receivable within established deadlines.
- Record finance charges and distribute reports for review and corrections.
- Reconcile assigned general ledger balance sheet and/or deferred income accounts and resolve variances in a timely manner.
- Reconcile monthly receipts for payroll deduction payments, wire transfers, CRV deposits, and other payments.
- Prepare required documentation to support commission payments, review attrition reserves for adjustments, and apply group deposits.
- Assist with reconciling Trade Receivables. Analyze the accounts receivable transaction log and verify posted transactions are accurate.
Required and Preferred Education and Experience:
Required: Skills are usually obtained through an Associate’s degree in accounting with two years of related work experience or one year of college-level accounting with two to five years of related work experience.
Preferred: Associate degree with two years of related work experience.
Qualifications:
- Minimum of an Associate’s degree in accounting with two years of related work experience or one year of college-level accounting with five years of related work experience.
- A working knowledge of accounts receivable practices and procedures; proficiency with automated accounting software including Microsoft Office suite.
- Advanced skills/knowledge with Excel that includes ability to manipulate data (pivot tables) and develop basic and intermediate formulas are a plus.
- Excellent customer service skills are required. Excellent analytical skills and communicates well orally and in writing.
- Ability to establish and maintain effective working relationships; ability to understand and follow instructions; ability to adapt to changing work priorities.
- An individual who is detail-oriented with the ability to work independently and make sound decisions.