Accounts Receivable Specialist

Organization Background

The Maritime Aquarium’s mission is to ignite a connection to Long Island Sound and the ocean to enrich the lives of all people and inspire action to protect our blue planet. For 38 years, the Aquarium has played a significant role in shaping the landscape of Norwalk and the region. The second largest family attraction in Connecticut, and 50 miles from New York City, the Aquarium hosts nearly 450,000 guests annually. Its primary exhibits take guests on a voyage from the shallow salt marshes and estuaries to the depths of the Long Island Sound and the ocean beyond, culminating with habitats for sharks and harbor seals.

Altogether, the Aquarium is home to more than 8,000 animals and 285 species in 75 exhibits. A new 4D Theater offers a unique sensory film experience for guests. Its education programs introduce nearly 50,000 students, campers and scouts to marine and STEM education. The Aquarium is recognized as a top aquarium in the nation and is accredited by the Association of Zoos and Aquariums. It is an active participant in the local and regional community. The strength of the Aquarium is its approximately 97 full-time and 78 part-time employees, seasonal staff, and our volunteers.

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 . This is a full-time position with a pay rate of $27 per hour. The regular schedule is Monday through Friday, with onsite work required Monday through Thursday and remote work available on Fridays.

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

Benefits

Health Insurance Benefits

Health Reimbursement Account (HRA)

Life Insurance

Short- and Long-Term Disability

Retirement Benefits and Plans

Paid leave (Vacation and Sick Time, Bereavement Leave, Jury Duty, and Holidays)

Paid Parental leave

Employee Assistance Program

Free Family Membership to The Maritime Aquarium

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.

The Maritime Aquarium is an equal opportunity employer with a commitment to diversity. All individuals, regardless of personal characteristics, are encouraged to apply.