Overview

Performs daily review and processing activities to contribute to efficient and service-oriented Accounts Payable operations.

Responsibilities

• Receives and reviews purchase orders for supplies and services, check requests, cash advance requests, and/or other related documentation for completeness and compliance with established accounting policies, procedures and contractual requirements. Promptly notifies Accounts Payable Supervisor of any non-compliance with established procedures; e.g., lack of appropriate approvals, use of non-authorized signatures, incorrect usage of forms, etc.
• Matches original invoices and requests for payment with internal purchase orders or check/cash advance requests. Once data match is confirmed, locates information in Accounts Payable software and accurately keys receipt. In the event that documentation does not match, performs necessary research and interacts with Purchasing Department to ensure data confirmation, prompt resolution, and subsequent payment. Promptly generates checks for payment and obtains required approval and signatures in accordance with established check approval limits.
• Maintains all authorized approval listings for check and cash advance requests on a regular basis. Adds and/or revises authorized signatures, approval limits, etc., and deletes information, as necessary.
• Appropriately codes, verifies and keys Accounts Payable data into Accounts Payable software system, ensuring all voided data is reflected.
• Draws, verifies and promptly posts payment checks to appropriate vendors and/or internal departments for appropriate chargeback.
• Creates and maintains Accounts Payable records and related information for internal use and immediate access by Accounts Payable team, Accounting team and external auditors.
• Follows up on account statements and other discrepancies regarding payment of accounts, and serves as liaison between departments and vendors in the resolution of administrative problems and inquiries.
• Maintains, logs and balances account data, and generates statistical summary reports, as required.
• Assists Accounts Payable team with month-end closing process to facilitate timely payment of invoices and/or expedite resolution of problem accounts. Utilizes the Accounts Payable software system to generate month-end closing reports for Accounting team.
• Interacts in a professional manner and on a daily basis with external vendors, service line leadership, various Bancroft departments, etc., to keep all continually informed regarding Accounts Payable issues, to investigate and resolve problems associated with processing of invoices, purchase orders, chargeback procedures, etc., and to determine methods for expediting problem payments.
• Performs daily office functions; e.g., opening, sorting and stamping mail, filing, etc., in a timely manner to contribute to the organization and efficiency of the department.
• Performs other duties and special assignments, as required. Remains flexible and adaptable in work schedules and work assignments, based on organizational and departmental needs.
• Upon request, willingly cooperates with senior management, or any federal, state or local agency or licensing authority, in connection with ongoing inspections and investigations.

Qualifications

Education & Experience:

High school diploma or GED required.

Special Skills:

Basic data entry and mathematical skills required. Effective communication, interpersonal and organizational skills required. Solid computer skills, including advanced knowledge of Microsoft Excel, and accounting software required.