Atla’s Account Specialist plays a key role in managing our financial obligations to our publishers, content providers, vendors, and other organizations as needed to support Atla’s various content offerings. This position is also responsible for accurate and timely tracking of invoicing of members, publishers, and other organizations who subscribe to content-related services from Atla, ensuring we recognize revenue from these organizations in a timely manner.

One of the main duties of this position is to lead and manage the royalty payment process, ensuring that creators, licensors, and other stakeholders receive accurate and timely payments for the use of their intellectual property. This position is responsible for managing the process of invoicing organizations for content hosting, harvesting, indexing, or other services that Atla provides. This position also processes payments to individuals for their contributions to Atla Open Press’ publications.

In summary, Atla’s Account Specialist plays a vital role in:

• Maintaining accurate account and activity records in our customer relationship management systems
• Initiating, tracking, and verifying transmission and receipt of payments from Atla
• Creating and sending invoices, with follow-up communications as needed to ensure payment to Atla
• Preparing and analyzing reports
• Improving processes to ensure accurate and timely royalty payments and services invoicing

This role is essential for maintaining good relationships with organizations Atla works with and ensuring compliance with financial regulations.

DUTIES & RESPONSIBILITIES

 Publisher Account Management & Setup

• Communicating with Licensors/Vendors: After an agreement is signed, promptly establish communication with the licensee/vendor to ensure a productive and strong relationship is developed. Maintain strong relationships with current licensor/vendors.
• Recording Account Information Including Contractual Details: Understand the terms of our royalty agreements to create, record, and maintain the details in Atla’s customer relationship management system, including rates and conditions, relevant tax information, and financial contacts.
• Recording Financial Information: To ensure smooth royalty payments and proper management of Atla’s financial accounts, after an agreement is signed, or as needed for current agreements, acquire the necessary tax and banking/payment information and promptly provide to the Finance team to support setting up and maintaining accounts in Atla’s financial management system. As needed, send forms to auditors for review. Maintain ongoing communication to ensure the completion of all required documentation.

Processing Payments/Royalties

• Royalties Payments: Collaborate with the Finance and Licensing teams to manage the annual royalty payments process, ensuring it flows smoothly and is completed in a timely manner according to our contractual obligations. Initiate payments from the customer relationship management system when ready and track the overall status of payments. Promptly follow up with licensors/vendors to resolve any issues.  
• Other Invoices: Promptly and accurately submit invoices for payment, including vendors related to Atla’s open content offerings and stipends for individuals on Atla Open Press editorial boards. Ensure all necessary information, for example, tax and payment information, is recorded in the customer relationship management system as necessary and is included and correct in the submission. 
• Clarifying Discrepancies: Resolve discrepancies or questionable items in a timely manner by communicating with the external party or internal departments. 

Services Invoicing / Receivables to Atla

• Communicating with Customers: After an agreement is signed, promptly establish communication with the customer to ensure a productive and strong relationship is developed. Maintain strong relationships with current customers.
• Recording Account Information Including Contractual Details: Understand the terms of our hosting, harvesting, indexing, or other service agreements to create, record, and maintain the details in Atla’s customer relationship management system, including financial contacts.
• Recording Financial Information: After an agreement is signed, or as needed for current agreements, acquire the necessary tax and banking/payment information and promptly provide to the Finance team to support setting up and maintaining accounts in Atla’s financial management system. Maintain ongoing communication to ensure the receipt of all required documentation.
• Invoicing Revenue Due to Atla: Promptly and accurately generate invoices for payments due to Atla, including partners/participants in Atla’s open content offerings and hosting solutions. Ensure all necessary information is provided to ensure prompt payment. Resolve any discrepancies that arise. 

 Communication

• Maintain strong and positive relationships with publishing partners, vendors, and other third parties by addressing their inquiries promptly and professionally and ensuring timely payments and invoices. 
• Collaborate with Atla’s Finance and Licensing teams to ensure their questions and requests are addressed promptly and professionally. 
• Collaboration with others in organization as needed. 

 Additional Duties 

• Generating Reports: Produce reports/dashboards detailing accounts/royalties payable status, including unresolved payments and next steps.  Produce reports/dashboards detailing revenue accounts, including overdue accounts receivable and next steps.
• Improving Processes: Continuously seek ways to improve the efficiency and accuracy of the processes/workflows through automation and other best practices. 
• Performs other related duties as assigned by management.

SUPERVISORY RESPONSIBILITIES

• This job has no supervisory responsibilities.

WORK ENVIRONMENT

• Full time remote, work from home position – 37.5 hour work week
• US time zones and locations only
• Typical working hours are 9am-5pm Central Monday through Friday

POSITION TRAVEL REQUIREMENT

• This position will require occasional travel (<10%).

 PHYSICAL DEMANDS

•  Occasionally required to sit, walk, or stand

COMPANY BENEFITS

• Competitive Pay
• Health, Vision, and Dental Coverage
• Company Paid Long-Term, Short-Term, and Life Insurance
• Ability to craft your calendar with flexible schedules
• Generous Vacation Paid Time Off
• Professional Development Paid Time Off
• Personal Paid Time Off
• Sick Paid Time Off
• Volunteer Paid Time Off
• Monthly Stipend for Office Supplies
• Company provided laptop and other needed office equipment

EEO STATEMENT

Atla is an equal opportunity employer. All qualified applicants will receive consideration for employment regardless of actual or perceived race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, marital status, age, disability, veteran, or military status, pregnancy, order of protection status, genetic information or other characteristic protected by applicable law.

QUALIFICATIONS

Required Experience

• Bachelor's Degree (BA) from four-year college or university, or one to two years of related experience and/or training, or equivalent combination of education.
• Skills required:
  • Attention to Detail: High degree of accuracy and attention to detail to avoid errors in financial records.
  • Analytical: Ability to analyze financial data and resolve discrepancies.
  • Communication: Excellent oral and written communication skills, and interpersonal skills for interacting with customers and vendors as well as internal departments, coupled with a strong customer service orientation.
  • Organizational: Ability to manage multiple tasks and prioritize effectively to meet deadlines, both independently and in a collaborative team environment.
  • Basic Accounting Knowledge: Understanding of basic bookkeeping and accounting principles.
  • Computer Skills:
    • Microsoft Office software suite or equivalent
    • Association Management (AMS) or Customer Relationship Management (CRM) system (SalesForce preferred)
    • Online meeting systems
    • File sharing software (Microsoft and Google Drive preferred)

Desirable Experience

• Experience working in a publishing, content provider, or content licensor organization.
• Experience working in a library, cultural heritage organization, membership association, library consortium, or affiliated educational, nonprofit, or professional organization.

About Atla

Established in 1946 as the American Theological Library Association, Atla is a membership association of librarians and information professionals, and a producer of research tools, committed to advancing the study of religion and theology. Our membership includes more than 800 individuals and libraries at academic institutions from diverse religious traditions and backgrounds. As a community of collectors and connectors, Atla works to promote worldwide scholarly communication in religion and theology by advancing the work of libraries and related information providers. Atla is an equal opportunity employer located in downtown Chicago.

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