What are the responsibilities and job description for the Purchasing & Accounting Support Specialist position at AAA WCNY?
At AAA Western and Central New York, our Associates are committed to providing our members with a totally satisfying experience. Therefore, we seek Associates who are dedicated to this purpose, people who truly demonstrate compassion, empathy and unsurpassed service. These are the people that help us create a loyal membership base that strengthens our mission—to be our members’ most trusted provider of high quality automotive, travel, insurance and other relevant products and services that offer safety, security, peace of mind, value and convenience.
AAA Western and Central New York is regularly recognized as one of the best & healthiest places to work in the WNY & CNY area. In addition to a market competitive salary, Associates are eligible for a wide selection of benefits (dependent upon position) including:
- Medical, Dental, Life and AD&D Insurance
- Flexible work schedules
- Pre-Tax & Roth 401(k) plan with company match
- Health Spending Accounts with company contribution & Flexible Spending Accounts
- Company Paid Short-term & Long-term disability
- Paid time off
- Tuition reimbursement & company-paid training programs
- FREE AAA membership & travel / product discounts
- Paid Volunteer Time Off
Job Responsibilities
| 25% | Expense Report Auditing: Audit manual and systematic expense report reimbursement requests, ensuring proper approvals, policy compliance, and proper allocation of general ledger accounts within two different accounting systems. Ability to determine the proper accounting system to use for manual expense reports reimbursement requests based on policy. Key manual expense report requests when necessary. |
| 25% | Corporate Purchasing: Administer the corporate card program by managing administrative functions, including new card issuance, user access, workflow, chart of accounts, fraud alerts, help desk ticket management, spend controls requests, and card suspensions. Process journal entry uploads to the accounting system, general reporting, policy compliance, and review for proper allocation of general ledger accounts. Communicate with employees at all levels to ensure accurate and timely reporting. |
| 25% | Purchase Requisition and Purchase Order Management: Serve as a key resource in the development of AP processes during NetSuite implementation and user acceptance. Participate in training and testing and provide feedback on process structure. Assist with managing Purchase Requisitions and Purchase Orders. |
| 15% | Inventory Procurement and Management: Review inventory balances to determine needs and create purchase orders for fulfillment. Process approved purchase orders with vendors and receive and distribute merchandise to all locations. Assist with warehouse and branch inventory policies to control distribution. Evaluate products to determine if price reductions are needed to reduce inventory. Assist with reconciling daily AAA Ticket sales. |
| 10% | Operations: Handle communications regarding inventoried items such as travel store and maps. Create payment requests for open invoices from a variety of vendors. Maintain office supply orders for the Purchasing and Accounting departments. Process monthly journal entries relating to Club postage and shipments. Maintain all permit and PO Box maintenance and fees with USPS. Manage support calls in the purchasing queue. Communicate and maintain positive relationships with a variety of outside vendors. Potential to back up accounts payable processing and mailroom functions during staff shortages. |
Job Specific Requirements
- Proficiency in Microsoft Excel, Word and Microsoft Outlook and business line systems.
- Working knowledge of relevant computer software and ability to navigate multiple systems.
- Excellent verbal and written communication with both internal and external contacts.
- Strong accounting skills and attention to detail.
- Solid organizational and time management skills as well as the ability to work independently.
Physical Requirements
- Ability to perform routine office tasks that includes operating a computer for long periods of time, sitting, filing and communicating on the phone
- Ability to perform all physical functions consistent with travel including sitting in airplanes and driving for long periods of time
- Must be able to lift, carry, push, pull a maximum of 30 lbs
Starting Pay Range: $21.10/hr to $23.44/hr
Salary : $21 - $23
