- Process invoices in DocLib and/or QAD as needed to vouch for payment.
- Monitor the Accounts Payable inbox by moving invoices received into the supplier archive folders. Ensure suppliers are submitting invoices in PDF format. If received in other formats, convert to PDF and submit on supplier behalf.
- Oversight of the AP Inbox includes responding to supplier payment inquiries and payment inquiries from internal departments within in 24 business hours or less from receipt of inquiry. Raise awareness to supervisors or ask for assistance as needed.
- Record approved receipts on service invoices in QAD as needed (for those not automatically processed in DocLib).
- Obtain approval and appropriate account and project coding as required for non-PO invoices using DocLib or manually if needed for quick turn or errors from DocLib.
- Assess use tax and/or audit sales tax amounts assessed by vendors for accuracy.
- Participate (create payment selections, print checks, enter electronic payments, send remittances, etc.) as assigned in weekly cash disbursement process (checks, ACH, wire, online payments).
- Complete corrections (reversal of voucher and re-entry or journal entry to record sales tax) identified in review.
- Work with Purchasing and Receiving Departments and Suppliers to resolve invoicing and/or receiving discrepancies participating in weekly meetings and maintaining issues log to document responses, aging, etc.
- Support the month-end close of AP on the last business day of the month and first few days of the new month. Move invoices into Last Day of the Month folder, After Month End folder and provide invoice coding in each folder by end of next business day. For example, all invoices should be coded for "Last Day of the Month" folder by end of business day of the first day of the new month, etc.
- Research and resolve stale (>7 days old) receipts and returns in QAD (monitor unprocessed invoices and unmatched receiver report as assigned)
- Manage payments for all clinical studies by ensuring expense is recorded in the proper period and payments are accurate and appropriately approved.
- Contact suppliers to verify ACH or wire information, documenting name of person verified information with; if changes to ACH or wire information, use contact information (name, phone number) of known contact prior to change in instructions.
- Assist supervisor as needed.
- Knowledge of AP (suppliers, POs, invoices, 3-way match)
- Understanding of wire and ACH processing
- Understanding of sales tax and exemptions as it relates to inventory purchases and manufacturer's exemption
- Understanding of GL accounts, cost centers and coding
- Must have good phone skills and interact well with others
- Must present themselves as a professional always
- None
- H.S. diploma or equivalent; minimum 3 years' experience in AP processing.
- Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence.
- Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ration, and percent.
- Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
- Must have good phone skills and interact well with others. Must have basic knowledge of current software packages.
- Support our company values (Customer Focused, Teamwork, Sense of Urgency, Respect).
- Training to be completed per the training plan for this position as maintained in the document control system
- The training requirements on TRN-10007 Insider Trading Policy, TRN-10008 Global Anti-Bribery and Anti-Corruption Policy and TRN-10009 Code of Business Conducts and Ethics must be diligently completed within 30 days from the hiring date and on an annual basis
- None
- Accounting/AP Software
- Microsoft Office (Word, Excel, Teams, Outlook, etc.)
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The Senior AP Specialist is responsible for ensuring the accuracy of the accounts payable records, making sure invoices are paid timely, and records are maintained to proper approval, coding and authorization for payment. The Senior AP Specialist problem solves vendor invoices issues driving timely resolution. The Senior AP Specialist is a subject matter expert on the automated invoice processing software (DocLib).
ESSENTIAL DUTIES AND RESPONSIBILITIES:
$25.00 to $30.00 Per Hour
