This Accounts Payable Specialist position is responsible for processing vendor invoices, ensuring accuracy and compliance with company policies. The role involves data entry, invoice verification, resolving discrepancies, and collaborating with internal and external stakeholders. The position requires strong attention to detail, problem-solving skills, and proficiency in using accounting software. The role is primarily on-site, with hybrid work options depending on business needs and the successful candidate's performance.
Location: White Plains, New York, United States
Responsibilities:
- Processing data entry of submitted invoices from vendors.
- Performing invoice verification to ensure accurate and timely posting for payment.
- Verifying various invoice header data elements.
- Verifying vendor accounts and enforcing company freight policies.
- Verifying invoice header amounts and total invoice line items.
- Identifying and addressing missing header information; sending vendor notices.
- Reviewing notes from invoice approvers and modifying invoice amounts if necessary.
- Performing invoice transfers and daily posting in processing director.
- Submitting mailed invoices into the data entry system.
- Verifying data entry and performing confirmation of fuel trades.
- Following up on outstanding invoice inquiries and resolving discrepancies.
Required Skills & Certifications:
- Basic invoice processing skills in a large corporate environment.
- Basic problem-solving skills.
- Basic oral and written communication skills.
- Proficiency in PC and Microsoft applications (Excel, Word).
- Ability to enforce timely invoice approval.
- Ability to maintain good relationships with internal/external parties.
- Working knowledge of data entry and invoice application software.
- Working knowledge and experience in a fully computerized financial system.
- Understanding of the complete procurement cycle and purchase orders process.
Preferred Skills & Certifications:
- Bachelor's Degree in a relative discipline.
- Minimum of 1 year of experience with a fully computerized Accounts Payable System/back office.
- Ability to work cross-functionally within a team environment.
- Capability to influence management and end-users in accepting system/procedure improvements.
- Capability to devise workarounds for unexpected system problems.
Special Considerations:
- Candidates must be local to the Tri-State area and in W2 tax status.
- Fully remote positions are prohibited; hybrid schedules are permissible with a minimum of 2 on-site days, subject to change.
- Remote work privileges can be revoked.
- The employer does not provide laptops; candidates will use their personal equipment for remote work. Hybrid privileges will be revoked if the candidate lacks proper equipment or internet connection, or cannot work effectively from home.
- Vendors must disclose foreign national status and all visas.
- A Benefits Waiver and Ethics Disclosure will be required during onboarding.
Scheduling:
- Monday through Friday, 7.5-hour workday with a .5-hour unpaid lunch.
- Paid for time worked only; no paid holidays, vacation, or sick days.
- Overtime is not permitted unless authorized in advance.
- Contingent workers are required to badge in and out daily.
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