Overview

Job Summary

Responsible for overseeing the Authority’s centralized invoice intake and tracking process, providing accurate visibility of payments owed and reducing cycle time to disbursements in accordance with the New Jersey Prompt Payment Act [P.L. 1987, Chapter 184]. Informs Management on the aging of accounts payable and identification of appropriate amounts to accrue for monthly financial reporting purposes. Performs other financial and administrative duties as needed.

$40,480 - $50,600

Responsibilities

Essential Duties and Responsibilities

• Monitors the centralized accounts payable e-mail inbox daily for received vendor invoices.
• Records received invoices in the centralized invoicing tracking system and forwards to the Contract Manager for review and approval.
• Reviews the report of open invoices and follow up with Contract Managers to expedite approval or determine reason for delay.
• Shares report of open invoices with Accounting to facilitate monthly accruals.
• Updates centralized invoicing tracking system with paid invoices.
• Notifies Accounting of any vendor contact information updates.
• Assists with accounts payable filing system, including the scanning of invoices and related documents to ensure proper audit trail.
• Responds to inquiries on status of payments and checks.
• Assists with archiving of files for off-site storage.
• Provides general administrative support services as needed.
• Promotes teamwork and communication to encourage an interactive, cooperative, collaborative and customer focused work environment among division, EDA staff and external customers.
• Must complete annual and semiannual self-assessment as required.
• Perform other duties and special projects, as assigned.

Required Skills and Abilities

• Must possess an understanding of accounts payable principles, excellent bookkeeping skills, accuracy and attention to detail
• Ability to meet deadlines, prioritize workload, must be highly organized, detail-oriented, handle various tasks simultaneously and work independently within limited time constraints with little or no supervision
• Must be able to maintain confidentiality and deal effectively and diplomatically with business professionals and EDA staff
• Ability to communicate effectively both verbally and in writing; proficient in grammar, spelling and editing; and foster communications with business professionals and EDA staff
• Demonstrates respectful behavior and promotes teamwork and communication to encourage an interactive, cooperative, collaborative and customer focused work environment among division, EDA staff and external customers
• NJEDA utilizes Microsoft as the core application platform and proficiency in the Microsoft Office Suite is preferred

Qualifications

Preferred Qualifications

Education and Experience Requirements

• High School Diploma
• Administrative experience preferred
• Prior A/P or accounting related experience preferred

Physical Demands

• Minimal
• Ability to work outside normal business hours, as needed

Travel

• As necessary to events, meetings, businesses, etc.

Certificates and Licenses Required

• License: Staff are required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform the essentials duties of the position.

Note

The examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job description. Conversely, all duties performed on the job may not be listed. This job description is intended to convey information essential to understanding the scope, general nature and level of work performed by job holders within this job. This job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.

Your employment at NJEDA is voluntary and subject to termination by you or NJEDA at will, with or without cause, or with or without notice, at any time. Nothing in this job description shall be interpreted to conflict, eliminate or modify the employment-at-will status of NJEDA employees.

This position is considered exempt and is excluded from minimum wage, overtime regulations, and other rights and protections afforded nonexempt workers under the FLSA.

NJEDA reserves the right to amend/revise this job description as necessary to meet current and changing business needs.

Equal Opportunity Employer

NJ SAME Program

Position Requirements

• Foreign degrees/transcripts must be evaluated by a reputable evaluation service at your own expense and must be submitted prior to a start date. If this cannot be provided within 21 days of an offer the offer will be rescinded.
• Must comply with the “New Jersey First Act” which requires employees hired after September 1, 2011, to reside in New Jersey. Non-New Jersey resident employees must relocate to New Jersey within one year of their date of hire and provide proof of residency to Human Resources.
• Must complete an Outside Activity Questionnaire (disclosure of outside office or employment) on an annual basis.
• Must review the required NJ State Ethics Guidelines found on the state website.