Accounts Payable Representative I

Job Description

In office role, this will not be remote.

Contract Duration: 3-4 months (Could be more). Could be 3-6 months

Important Note : The hiring manager is not looking for someone that can create or program macros, only run them from Excel. It doesn’t take a degree to do this nor would it be considered a specialist position. It is a basic entry level position.

Additional Points : Please make a note of the same.

Overtime: No overtime.

Job Requirements:

• The candidate may need to lift boxes of cheques or envelopes, bend, and perform other duties (minimum of 25 pounds).
• Candidates are not permitted to use their phones during work hours.
  
  

Screening Instructions:

• Please verify with each candidate if they have recently been interviewed for client or Debra. If they have, kindly exclude those profiles.
  
  

Temp to Hire : Purely, temp Role ;

This position is : Onsite only (No Remote)

Mandatory hands-on experience in Micros (at least 1 years or 2 years)

• This role is much more of an admin role
• Heavy excel experience. (Macros) Does the supplier offer testing on this?
• Do they have recent and/ a few months of macro experience?
• Should be able to maneuver on a computer on a computer without a lot of guidance.
• Should be able to understand macros. (At least the basic understanding of a macro, what it iis and what it can do.)
• How to maneuver around the computer and have computer skills.
• Should be able to open Excel
• Running a macro that pulls backup information in a program we use for the paperless back up system.
• Navigating through the network and find files and folders.
• Hands on with checks
• Matching backups to cover sheets. A document into the business system to put it in the paperless system, it must be run through the scanner. Will be checking for errors while doing this.
• Managing a mailbox for vendors and answering questions.
• AP experience would help in terms of what they are looking at.
• Bending stooping and working with machines that fold and places the checks through envelopes,
  
  

Software:

• Outlook
• Excel
• Teams
• Should be able to type to respond to emails 55wpm
• Will be trained on internal proprietary software.
  
  

Lifting

• Some lifting and will be managing checks, (boxes of checks) Boxes of envelopes. Should be able to lift at least 25 lbs.
  
  

Detailed Job Description :

Title: Accounts Payable Representative I

Department: Finance

This is an in office only position.

CANDIDATE NEEDS TO LIVE WITHIN COMMUTING RANGE OF Client, RI

POSITION PURPOSE:

Assist in review, audit, and processing of debit and credits received to ensure timely and accurate payment of invoices to maximize cash discount. Ensure distribution of supporting backup to suppliers.

TASKS:

• Open, sort, date stamp incoming mail and match invoices with receivers accurately and timely.
• Review trade and expense type invoices to ensure accuracy of vendor number, invoice number, purchase order number, general ledger number, invoice amount, and authorized signature and back up support. Correct any error noted to ensure accuracy of payment.
• Data input vendor invoices, debit, and credit memos manually and in upload daily. Edit batches for accuracy and completeness, release approve batches to post to AP.
• Research and resolve issues related to invoicing, prepayment, deductions, adjustments, cash discount, and receiving to ensure proper recognition of liability and payment.
• Prepare checks for mailing and overnight delivery.
• Coordinate the flow of deduction support into and out of the department. Process all incoming backup support into vendor files for later distribution to supplier.
• Create and print invoice and purchase order coversheets. Prepare accounts payable documents for imaging.
• Performs other relevant job duties as required.
  
  

REQUIREMENTS:

• Education/ Certifications: (Required & Preferred)
• High school graduate or equivalent or any satisfactory combination of experience and training which demonstrates the knowledge, skills, and abilities to perform duties
  
  

Experience:

• One year of experience in accounts payable processing
• System Implementation Preferred
  
  

Extensive experience in navigating computer network folders

High Volume And Multiple Deadline Experience Preferred

Knowledge:

• Basic understanding of accounting, reconciliations, and accounts payable functions
• Additional training in bookkeeping concepts and procedures preferred
• Working knowledge of MS Office Suite
  
  

Skills/ Abilities:

• Strong administrative skills including attention to detail, organization
• Ability to communicate well verbally and in writing with internal departments, vendors, and customers
• Ability to work well in a team environment and develop relationships with internal departments to resolve disputes and outstanding issues quickly
• Self-starter who takes initiative
  
  

Ability to maintain a high degree of confidentiality

PHYSICAL ENVIRONMENT / DEMANDS:

• Some travel may be required
• Most work is performed in a temperature-controlled office environment
• Incumbent may sit for long periods of time at desk or computer terminal
• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
• Incumbent may use calculators, keyboards, telephone, and other office equipment during normal workday
• Stooping, bending, twisting, and reaching may be required in completion of job duties