Description
Job Summary
The primary focus of this position (80% of tasks) is the completion of payments and the control of company expenses by receiving, processing, verifying, and reconciling invoices. This is a non-exempt position reporting to the Controller. Additionally, this role serves as the first point of contact for the company, responsible for answering phones and greeting visitors.
Primary Duties and Responsibilities
Accounts Payable Operations (80%)
- Invoice Processing: Review all invoices for appropriate documentation and approval prior to payment. Match invoices with purchase orders and check for proper authorizations.
- Expense Analysis: Charge expenses to accounts and cost centers by analyzing invoices and expense reports.
- Discrepancy Resolution: Resolve purchase order, contract, invoice, or payment discrepancies and documentation issues.
- Financial Maintenance: Ensure credit is received for outstanding memos and issue stop-payments or purchase order amendments as necessary.
- Compliance & Reporting: Report sales taxes by calculating requirements on paid invoices. Assist in the month-end closing process.
- Vendor Relations: Respond to all vendor inquiries in a professional manner.
- Data Accuracy: Enter and process payments accurately within accounting software.
Administrative Support (20%)
- Reception: Answer company phones in a friendly, helpful, and efficient manner. Greet vendors, applicants, and other visitors, directing them to the appropriate personnel.
- Communication Management: Keep track of the whereabouts of key personnel to effectively process their calls and messages.
- Mail Distribution: Open and distribute company mail.
- Office Supplies: Maintain office supply level and order replacements.
- General Support: Assist with other administrative functions and bookkeeping tasks as assigned by management.
Requirements and Qualifications
- Education: A post-secondary educational degree (2 to 4-year degree from college, university, technical, or vocational school) is required.
- Experience: * At least 2 or more years of dedicated Accounts Payable experience.
- 6 months of experience as a front desk receptionist preferred.
- Experience in a manufacturing environment is preferred.
- Technical Skills: * Proficiency in Microsoft Word and Microsoft Excel is required.
- Experience with SAP and other accounting software.
- Knowledge of cost accounting and general accounting principles.
- Strong data entry and mathematical skills, including the ability to calculate discounts, interest, and percentages.
- Soft Skills:
- Self-motivated with the ability to work with minimal supervision.
- Strong problem-solving and research/resolution skills.
- Excellent written and verbal communication skills.
Physical Demands and Environment
- Mobility: Regularly required to walk, stand, and sit.
- Manual Dexterity: Frequently required to use hands to finger, handle, or feel, and reach with hands and arms to use standard office equipment.
- Lifting: Ability to lift up to 10 pounds.
- Vision: Close vision, distance vision, and the ability to adjust focus are required for processing financial documentation.
Performance Note: Employees will be evaluated annually on operating standards (quality, cost, safety), personal growth goals, and behaviors associated with professional human interaction and communication.
