Accounts Payable Representative

Job Description

The Accounts Payable Representative is responsible for processing vendor invoices within the Finance department’s management of the invoice payment process. The individual must abide by current policies or seek management approval.

The Accounts Payable Representative is also responsible for maintaining appropriate documentation that supports the vendor payments to ensure proper internal controls and to satisfy audit requirements.

• Enter invoices into the Accounts Payable system. Ensure that all invoices have proper backup prior to processing in the system.
• Maintain invoices and related support in digital format in accordance with departmental requirements to allow for determining volume in process and for retrieving support for audit purposes.
• Validate expense invoices for proper approval and General Ledger codes by referring to the company approval authorization matrix and policies.
• Assist in determining month-end accruals for expenses that are received but not paid. Provide documentation to the accounting team to generate and support accruals.
• Review vendor statements to ensure all invoices are received and paid in a timely manner and in accordance with the approved vendor payment terms.
• Communicate with internal and external customers – i.e. plant personnel, Procurement, Stratas accountants and vendor personnel. Research and resolve customer inquiries in a professional and timely manner.
• Provide reports to communicate volume metrics and to alert management of any delay in vendor payments that could impact business operations.
• Open all incoming emails that are sent to the A/P electronic mailbox. Distribute incoming A/P emails within the team folders and to appropriate departments for GL coding and approval.
• Perform other duties as requested by management.
• Collaborate closely with onsite teams and participate in onsite meetings to drive departmental objectives

Identify and resolve problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions and directs their implementation. Strong attention to detail.

Able to communicate clearly, tactfully and succinctly in a variety of communication mediums, settings, and styles; listens and gets clarification; responds well to questions; edits work for spelling grammar; presents numerical data effectively.

Displays willingness to make good and accurate decisions in a timely manner; exhibits sound and accurate judgment; makes timely decisions; understands and follows company policies.

Supports co-workers and understands the importance of working effectively within a group; functions as a team member; able to participate and abide by current policies and procedures.

Good organizational skills with strong discipline and work ethic to consistently meet deadlines with a high degree of accuracy.

Education:

Minimum:
High School Diploma

Preferred:
College Degree or coursework in Business or Accounting related fields

Related

Experience:

1-2 years accounts payable or other accounting experience required.

Equipment/Software

Skills:

Data Entry accuracy and speed.

Strong PC skills – Microsoft Office Suite (Word, Excel and Outlook primarily). Must be able to quickly learn new system applications.

Experience working with multiple system applications is preferred.

Physical:

This position has limited physical activity requirements – primarily sitting and walking throughout the building to interact with other departments. Heavy PC use and data input is required.

Sensory:

This position requires the use primarily of visual, hearing and speaking senses. Visual activities include the ability to read vendor invoices and statements, and to utilize a computer system. Hearing and speaking are required to work with other department colleagues to learn and complete job functions as well as with vendor personnel to research issues.

Mental/Reasoning:

Excellent oral and written communication skills. Good organizational skills with strong discipline and work ethic. Dependable. Ability to multitask and work under pressure while…