Job Description

JOB DESCRIPTION

The accounts payable assistant is responsible for providing financial and administrative support to the Finance Manager ensuring that payments and expenditures are monitored and processed in an efficient, effective, and accurate manner. Supports effective internal controls and financial reporting.

JOB REQUIREMENTS

Roles and Responsibilities

• Assist the Finance Manager in providing administrative duties, direction, and vision for the Finance Department.
• Assists as a key resource in the monthly consolidation of results, including timely and accurate reporting.

• Charges expenses to accounts and cost centers by analyzing invoice/expense reports; recording entries
• Maintains accounting ledgers by verifying and posting account transactions
• Act as liaison between the Finance Department and company departments in troubleshooting operational payables questions, responding to concerns, and solving problem while maintaining a can-do attitude and professional dialogue.
• Maintain and clear AP email box.
• Perform AP invoice processing role in SAP
• Review and interpret all vendor invoices, employee expense reports, payment requests, and credit memos for accuracy and compliance with the accounting practices and policies of the company (e.g., ensuring proper back up are provided).
• Input vendor invoices to e-invoice system for those vendors not on boarded to e-invoice system.
• Route the submitted invoices in e-invoice system
• Assist with vendor payments by monitoring discount opportunities, verifying federal id numbers, resolving payment discrepancies
• Reconcile invoices, payments, and credit memos to applicable purchase orders.
• Review and resolve finance charges,
• Review and process employee expense reports and cash advances.
• In-charge of on boarding internal users and vendors in e-invoice system
• Maintain and coordinate training for internal departments and vendors use of e-invoice system for billing invoice submission.
• Maintain e-invoice approval route codes
• Monitor the Accounts Payable workflows in E-invoice for issues, backups, and problems.
• Maintain, monitor, review and take actions on any open items in the following reports in preparation for the company monthly and fiscal year end closing:
• GRIR aging report
• Exception reports (SAP and e-invoice)
• AP aging report
• Monitor and update vendor files and perform bank verification call backs.
• Setup and assist vendors with the EFT payment system.
• Work directly with the company vendors, suppliers, and contractors to resolve payment issues and overdue invoices.
• Assist with the scheduling and coordination of weekly payables payment runs with AP payment processing Team Lead.
• In charge of sending payment details to vendors (if necessary)
• Maintain fully approved payment documents for future audit.
• Audit all departmental purchasing card accounts for compliance with the company policies and procedures.
• Assist in preparation of 1099 and other relevant IRS reports
• Maintains historical records by microfilming and filing documents
• Assists in filing, faxing, copying, mailings and other administrative duties Protects organization's value by keeping information confidential.
• Performs other duties as assigned.

• High school graduate or equivalent.
• Minimum of three (3) to five (5) years of accounting experience to include processing accounts payable, recording and reporting various types of transactions.
• Demonstrated administrative and organizational skills.
• Possess detail-oriented character.
• Demonstrated experience to successfully work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain positive interpersonal relationships.
• Typing and spelling competency.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully use a variety of computer software applications.
• Demonstrated experience to successfully work independently, organize own work, and coordinate work activities of others.
• Demonstrated experience to successfully coordinate large projects.
• Demonstrated experience to successfully handle multiple demands efficiently.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to successfully handle differing situations and problems in the work routine by exercising judgment.

• Bachelor's Degree