Assistant Accounts Payable

Accounts Payable Assistant

This job description is not to be construed as a complete listing of the duties and responsibilities that may be given to any employee.

The duties and responsibilities outlined in this position may be added to or changed when deemed appropriate and necessary by the person who is managerially responsible for this position.

Summary :

Ensures that financial information and operating reports, statistics and general ledger accurately reflect the performance of the accounts payable processing system.

Compiles data, performs reconciliation, and prepares various financial data, reports, and analysis. Verifies vendor accounts with Material Department to the purchase orders for accuracy.

Provides quality customer services to internal and external customers. Assures compliance with organizational, accounting and regulatory standards and requirements.

Education Requirement :

Associate degree in Accounting, Business Administration or related area preferred. Additional education / experience may be required specific to area of assignment.

Experience Requirement :

One (1) year related clerical, accounting and / or any combination of training / experience related to data entry, general office, accounts payable and assembling / filing data required.

Key Job Responsibilities :

1. Verifying the codes items as invoices, vouchers, expense reports, check requests, etc., with correct codes conforming to standard procedures to ensure proper entry into the financial system.

2. Handles all vendor correspondence via phone or email.

3. Collaborate with Material Department on purchase order requisitions.

4. Ensures that corresponding purchase orders are attached to incoming invoices with all supporting documentation.

5. Investigates and resolves problems associated with processing of invoices and purchase orders.

6. Prepares batch check runs, wire transfers, and ACH transactions.

7. Assists with monthly status reports, monthly closings and annual audits.

8. Reconciles various accounts by identifying errors in posting or omissions by applying appropriate accounting standards.

9. Process remittance information from checks, drafts and wire transfers for invoices provided by vendors, reviewing instructions accompanying items to determine proper disposition and crediting accounts in accordance with standard procedures.

10. Receives, researches and resolves a variety of routine internal and external inquiries concerning account status, including communicating the resolution of discrepancies to appropriate persons.

Responsible for follow up on vendor statements.

11. Scans, Link, Files, maintain, and distribute accounting documents, records and reports.

12. Prepares and maintains required statistics, records, files, and reports for administrative and compliance purposes. Maintains established department's policies, procedures, compliance / quality improvement, safety, environmental and infection control program.

Knowledge / Skills / Abilities :

• Knowledge of computerized accounting / spreadsheet and on-line financial computer systems required.
• Work requires demonstrated skill in the use of applicable equipment; mature judgment and initiative;
• Presents a positive attitude and professional appearance.
• Ability to give and follow written and oral instructions;
• Ability to communicate effectively with others; ability to react and perform in routine and stressful situations;
• Ability to plan and organize work for self and others; ability to exercise analytical judgment on work to be done;
• Ability to judge the appropriate action in response to changes, circumstances or problems.

Supervision Provided by this Job :

There are no lead or supervisory responsibilities associates with this position.

Physical Demands / Conditions :

High volume data entry requires manual dexterity, attention to detail, visual acuity to operate standard office equipment and sitting for long periods.

PI241801193