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Ensures timely and accurate payment of all vendor invoices through check, ACH, and wire transfer by validating, processing, and reconciling invoices in accordance with company policies. Maintains expense control and financial accuracy while managing all company billing and invoicing activities, including paper and electronic invoicing.
Essential Job Functions:
- Protects organizational value by maintaining strict confidentiality of financial and operational information.
- Continuously reviews and updates procedures to reflect process changes and best practices
- Responsible for processing vendor invoices, including receipt, matching, and validation against properly approved purchase orders and receiving documentation, and accurately entering invoices into the Accounts Payable system.
- Research and properly document management approval of all discrepancies
- Review and post employee expenses & mileage, making sure they follow company policy and have the proper approvals.
- Schedule payments and processes checks and wire transfers weekly through Sunday of the following week.
- Obtain manager approval for scheduled payments and executive approval prior to releasing payment. Checks greater than $10,000 will require a second signature. Ensure all payments have appropriate documentation and are
- properly approved before processing payment, in accordance with company policy.
- Maintains control and custody of blank check stock. Reconciles usage to ensure no checks go missing.
- Distributes or mails signed checks in accordance with established procedures.
- Properly record any invoices for prepayment. Clear these payments when the goods are received.
- Attaches check “file copy” to invoice packets and scans/indexes all payments for quick and consistent retrieval via BMI scanning software.
- Maintain the Vendor Master File by ensuring all new vendors and vendor changes are set up only after proper written approval is obtained from Purchasing, in accordance with established P2P controls and documentation requirements.
- Maintain and update the Recurring Item Log, ensuring all required accruals are identified and shaded in red when applicable
- Prepares and submits accurate month-end reporting for non-merchandise accruals, ensuring completeness and alignment with financial closing requirements.
- Utilizes SQL and Excel (data tables and pivot tables) for efficient reporting and analyses
- Responsible for monitoring customer auto-invoicing on warehouse orders and updating the freight and invoicing all PPD&ADD orders making sure they are invoiced in a timely manner and in the proper month.
- Print any non-electronic invoices and mail to the customer promptly to ensure timely delivery and payment.
- Supports business alignment through frequent collaboration and communication with personnel across all departments.
- Participates in IT development initiatives to continuously improve accounts payable, billing systems, and reporting capabilities; creates and reviews internal controls to ensure accurate processing and reporting.
- Maintain job knowledge through ongoing education and professional development.
- Performs year-end, 3rd-party audit duties
- Issues/manages/cancels company credit cards per company policy and executive direction
- Analyzes and summarizes data, reports findings, interprets results, and provides recommendations.
- Other projects as needed
Knowledge, Skills, and Abilities:
- Read, understand, and consistently follow procedures and policies
- Interpret and apply corporate financial policies and company controls
- Strong work ethic and focus on problem solving
- Strategic thinker with a desire for continuous improvement
- Communicate analyses and information clearly, concisely, and effectively
- Work with people in a manner that shows sensitivity, tact, and professionalism
- Strong organizational skills, and ability to prioritize and balance workload to meet deadlines
- Attention to detail, multi-tasking, and strong follow through
Requirements:
- Generally, 1-3 years of experience
- Commensurate SQL reporting experience required
- Commensurate proficiency with Excel
- Degree in Accounting preferred
- Commensurate performance, skills, and knowledge
- Experience with ERP systems preferred.
Physical and Safety Requirements:
- Sedentary: Typically, the associate may sit comfortably to perform the work; however, there may be some walking; standing; bending; carrying light items; driving an automobile, etc. Special physical demands are not required to perform the work.
- Everyday Risks: Risks found in the typical office setting, which are adequately lighted, heated and ventilated, e.g., safe use of office equipment, avoiding trips and falls, observing fire regulations, etc.
- The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the associate for this job. Duties, responsibilities, and activities may change at any time, with or without notice.
Employment at Will:
This job description does not constitute a contract of employment, and both the associate and the company may exercise their employment-at-will
