PRIMARY FUNCTION

Process vendor invoices and work with vendors, sales teams and customer service representatives as needed to resolve problems and maintain a positive cost-effective relationship with the vendor. Resolve issues that could delay billing to the customers or payments to the vendor. Maintain productivity standards for volume of invoices processed.

PRINCIPLE DUTIES AND RESPONSIBILITIES

1. Review and process vendor invoices for payment. Resolve discrepancies on invoices with team members in other departments. Determine if the vendor should be paid in full, or if further action needs to be taken in order to resolve the issue.
2. Verify the accuracy of credit memo requests received. Resolve with originating internal team member if the form is incomplete or mathematically inaccurate. Process accordingly to ensure the customer receives all credits due.
3. Review payment selection report weekly for vendor invoices entered incorrectly or checks that should not be cut. Print vendor checks, distribute for signatures, attach appropriate paperwork to the check, and mail to the vendors.
4. Reconcile vendor statements monthly, involving the vendors’ accounts receivable department when necessary.
5. Balance the cost side customer orders monthly. Initiate & process adjustments as necessary to resolve discrepancies.
6. Complete vendor credit applications, review terms and conditions, obtain approvals and return forms to the vendor.
7. Maintain W9 files.
8. Create accounts for new vendors.
9. Back-up other accounting department team members, and accept other duties as assigned by the Accounts Payable/Invoicing Supervisor or Controller.
10. Provide support and service to both internal and external customers in a professional, customer service oriented manner.
11. Participate in quality/continuous improvement activities within your individual job function, the accounting department and the company.
12. While this job description accurately represents the current primary duties of the role, functions may be adapted as necessary to meet business need.

CORE STRENGTHS/ATTRIBUTES 

• Communicates/Collaborates Effectively: Strong verbal and written communication and presentation skills. Ability to tailor message across a variety of audiences. Strong interpersonal skills; develops and maintains positive relationships internally and externally. Strong team player.
• Strategizes and Problem Solves: Problem solving orientation; critical thinking skills; understands how their work relates to the whole; generates new ideas that add value; ability to seek out appropriate information to make effective decisions.
• Execution Management: Works quickly to get things done; uses resources effectively; detail oriented and high level of accuracy. Owns execution of tasks and demonstrates excellent follow through. Drives for Results and fosters a sense of urgency.
• Demonstrates Accountability: Strong self discipline and motivation. Shows initiative, takes responsibility for work and actions, high level of integrity.

REPORTING/WORKING RELATIONSHIPS

• INTERNAL: Interacts with sales teams & project coordinators to resolve issues with vendor invoices, and other exception transactions as they occur.
• EXTERNAL: Interacts with vendor contacts to resolve issues relating to delivery of product, cash discounts, early payments, short-payments, or statements.

MINIMUM JOB REQUIREMENTS

• High school degree
• Basic computer skills and experience with Excel spreadsheets and Microsoft Word
• Excellent typing/ 10-key skills
• Strong customer service focus
• Strong team player
• A high level of accuracy and attention to detail

DESIRED JOB REQUIREMENTS

• 2-year degree
• Intermediate level Excel skills