Work Schedule

• CLIENT requires a hybrid schedule of a minimum of 3 days on-site, up to including fully on-site depending on department requirements.

Project Overview

• The Accounts Payable Representative purpose is to deal with all aspects of vendor invoicing, including coordinating and working with internal departments, processing intake invoices from vendors, perform invoice verification, and ensure invoice charges are accurate.
• Ensure vendor invoices are in compliance with Prompt payment Policy and CLIENT Expenditure Authorization Policies and Procedures.
• The Accounts Payable Representative assists the A/P staff, auditors, and vendors with A/P issues by researching and providing information for resolution.

Job Functions & Responsibilities

Responsible for processing the data entry of the submitted invoices from vendors, and performing invoice verification to ensure that invoice charges are accurately and timely posted for payment in compliance with Prompt Payment Policy.

Perform invoice verification procedures prior to invoice posting as follows:

• Verify and confirm various Invoice Header Data elements indicated on system are in agreement with individual vendor invoices.
• Verify the vendor account and enforce CLIENT’s Freight Policy
• Verify Invoice Header Amount and Total Invoice Line items are in balance
• Verify missing Header information and send vendor notices of submission rejections
• Review notes made by Invoice Approvers and modify invoice amount if appropriate
• Perform over 130 invoice transfers from Data Entry application platform daily and Post Invoice Daily in Process Director
• Submitting the intake of mailed invoices into the data entry system
• Verifying data entry and performing Confirmation of Fuel Trades
• Follow up with responsible parties internal/external in obtaining outstanding invoice inquiries and resolve identified invoice discrepancies.

Skills

• Working knowledge of Data Entry and Invoice Application Software
• Basic invoice processing skills in large corporate environment.
• Capable to influence both Management and end users in accepting system / procedure improvements.
• React appropriately to the needs of demanding environment and resolve problems and provide our customers the best service.
• Basic oral and written communication skills to interact effectively with all levels of organization internally and external customers.
• Proficiency in use of PC and Microsoft applications including Excel and Word.
• Capable to devise “work-around” for unexpected system problems in an emergency and follow up with long term solutions.
• Ability to enforce timely invoice approval by completing Data Entry Intake to transfer invoices on daily basis
• Capable of maintaining good relationships with internal/external parties • Great Working knowledge and experience in fully computerized Financial System.
• Understanding of the complete procurement cycle and purchase orders process

Education & Certifications

• Bachelor’s Degree in a relative discipline is required
• Minimum of 1 year of experience with a fully computerized Accounts Payable System/ back office is preferred
• Ability to work cross-functionally within a team environment