Job Description:

Purpose:

Oversees a wide variety of accounts payables (A/P) tasks to ensure completion in a timely and accurate manner and to facilitate accurate processing of imaging and Accounts Payable transactions. Manages front-end treasury transactions, communicates proactively with vendors and other stakeholders to provide problem resolution and to identify areas where process improvement would be beneficial. Provides work papers and detailed analysis for ad hoc information. Trains new team members and serves as a resource and mentor to the team. Serves as back-up for Operations Specialist during absences and during high volume.

 

Key Responsibilities:

1. Oversees the identification and resolution of complex customer issues. Provides support to the A/P team in identifying and implementing best practice for handling customer issues in a timely and accurate manner.
2. Identifies and implements policy and procedure improvements to generate efficiencies and improve workflow with a mindset toward continuous improvement.
3. Communicates proactively with vendors and other stakeholders to provide problem resolution. Identifies opportunities for process improvement.
4. Handles complex customer inquiries and payables issues, providing suggestions for procedural improvements.
5. Maintains and modifies Vendor file, serving as backup for Operations Specialist in updating vendor information, ensuring timely and accurate updates.
6. Oversees various weekly check runs, including verification, distribution, corrections and timely mailings, in addition to ensuring bank payment processes, including wires, are prepared and processed according to documented procedure.
7. Creates check detail register and audit report.
8. Creates Match Exception reports and works extensively with Supply Chain staff and other stakeholders to identify and resolve issues. Interdepartmental relations is critical to these tasks. Understanding of who should be involved in the resolution process and ability to engage appropriate stakeholders on a case-by-case basis.
9. Reviews electronic remittances with an eye toward accuracy. Compares with wire and electronic check copies and engages in correction action when necessary.
10. Oversees the execution of ACH (Automated Clearing House) transfers, cash concentration and direct wires.
11. Provides work Papers and background details of identified transactions for internal and external audit teams.
12. Trains and assists with onboarding new staff. Mentors A/P team members, providing guidance on policies, procedures, withholding vendors and various bank and vendor issues, including appropriate taxability of payments.
13. Cross trains with other team members to ensure adequate coverage accuracy and a consistent level of customer service is delivered by the A/P Office.
14. Creates ad hoc reports using detailed research and analysis and provides support for any high level analysis regarding procurement programs.
15. Manages month-end closing process, including as cash flow and reconciling A/P accounts, as well as the A/P accrual list. Serves as backup to Operations Specialist in coordinating month-end processes, including placing jobs on hold, notifying team of status and verifying accurate completion of month-end reports.
16. Serves as back-up to Operations Specialist during absences and high-volume.
17. Manages the distribution of external submissions to the Mail Agent, routing individual submissions to correct queues for processing or handling. Provides backup support to the Operations Specialist for electronic Mail Agent, assisting with system downtimes and other electronic mail processing issues.
18. Performs other duties as required or assigned.

Minimum Qualifications:
 Associates degree with five (5) years of direct experience, or the equivalent in education and experience.
 Bachelor's degree preferred
 Five (5) years A/P experience preferred.
 Advanced Microsoft Office software skills, including Excel and Outlook required.
 Experience utilizing imaging and ERP systems required.
 Experience with PeopleSoft ERP system preferred.
 Ability to work with special attention to detail and accuracy a must.
 Superior organizational and time management skills with ability to prioritize while maintaining detail and accuracy.
 Works independently in a high pressure environment, meeting short and long-term deadlines, while orchestrating the team to accomplish the same.
 Advanced verbal and written communication skills. Demonstrates positive, proactive communications.
 Excellent customer service and interpersonal skills.
 Ability to communicate respectfully and professionally with a diverse community, displays strong emotional intelligence skills while doing so.
 Excellent training and mentoring skills.
 May require a flexible work schedule on occasion

Required Licensure/Certification Skills:
 None

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