Accounts Receivable Specialist

Position Title: Accounts Receivable Specialist 

Salary Range: $40,000 - $55,000 Non - Exempt Position    

Application Deadline: 5pm CST June 17, 2025

About Mississippi State Port Authority: Situated on the Gulf of Mexico in Gulfport, Mississippi, the Port of Gulfport is a deep-water, international seaport and a major contributor to the local and national economy. As the second-largest importer of green fruit in the U.S. and a pivotal gateway for Central American trade, it connects 75% of the U.S. market within just 24 hours. The Port is more than a maritime hub; it's a key driver of economic development and innovation in the region and State, and a significant player in global maritime trade and the Blue Economy.                  

About the Position: The Accounts Receivable Specialist is responsible for preparing accurate and timely invoices for all services provided, including vessel and cargo activity, operating leases, and project-related reimbursements. This role requires gathering relevant data, applying tariff knowledge, issuing invoices, and responding to customer billing inquiries with a focus on accuracy and excellent service.

The Essential Functions:

Invoice Preparation and Billing

• Gather all relevant data (e.g., vessel logs, service orders, lease agreements) to prepare accurate and timely invoices.
• Apply current tariff rates and contractual terms to billing calculations.
• Ensure invoices are properly coded and categorized in the accounting system.

Customer Account Management

• Maintain up-to-date records of all customer transactions in the accounts receivable ledger.
• Generate and distribute monthly customer account statements.
• Regularly review aging reports and initiate collection efforts (e.g., email, phone follow-ups) for past-due accounts.
• Respond promptly and professionally to customer inquiries regarding invoices, statements, and account balances.

Contract Compliance and Monitoring

• Monitor all service contracts and lease agreements to ensure correct billing terms are applied.
• Track and implement contractual escalations, adjustments, and renewals in a timely manner.
• Update internal billing schedules and checklists to reflect contract changes.

Financial Reporting and Reconciliation

• Prepare the monthly tonnage report and submit it to management by the assigned deadline.
• Analyze monthly revenue data and provide explanations for significant variances.
• Reconcile accounts receivable sub-ledger to the general ledger monthly.

Audit and Compliance Support

• Assist with internal and external audit requests by preparing schedules, documentation, and reconciliations.
• Maintain organized and audit-ready documentation for all billing activities.

License Application Processing

• Review and process new and renewal license applications, verifying completeness, required insurance documents, and compliance with internal policies.
• Track expiration dates and follow up with applicants or departments as needed.

Process Improvement and Documentation

• Identify areas for improvement in billing and receivables workflows.

• Assist in documenting procedures for invoicing, collections, and customer communications.

Other Duties as Assigned

• Provide backup support to other Finance team members as needed.
• Participate in cross-training opportunities to enhance team flexibility and coverage.
• Perform special projects and tasks as directed by the Director of Finance.

This job description is not designed to cover or contain a comprehensive list. Duties, responsibilities, and activities may change at any time without notice.

Knowledge, Skills, and Abilities:

• Strong understanding of accounts receivable processes, including billing, collections, account reconciliation, and aging analysis.
• Strong organizational skills with the ability to prioritize tasks, manage multiple deadlines, and maintain well-documented, audit-ready records.
• Ability to interpret contracts and apply billing terms accurately.
• Strong organizational and time management skills.
• Clear written and verbal communication; professional customer service skills.
• Ability to follow instructions and work independently or as part of a team.
• Proficient in Microsoft Office Suite, especially Excel, Word, and Outlook, with the ability to quickly learn new software tools.

Qualifications and Experience:  

• An Associate’s Degree preferred, but not required, and a minimum of 3 years Accounting and/or Accounts Receivable experience. 
• Experience using enterprise resource planning (ERP) systems or financial accounting software to manage and track receivables. Ability to quickly learn new platforms preferred. 

Other Requirements:

• Must be able to obtain a Transportation Worker Identification Credential (TWIC) within 30 days of employment.
• Valid Drivers License
• Must pass a pre-employment background and drug screening.

We Offer:  

• A supportive, fun, and collaborative work environment on the coast of Mississippi.
• Comprehensive benefits package that includes medical, dental, vision, life insurance, and MS State PERS retirement.
• Opportunities for professional development, including tuition reimbursement after one year of employment. 

How to Apply: Interested candidates should submit a resume and cover letter outlining their qualifications and experience online or by emailing employment@shipmspa.com. 

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