GENERAL SUMMARY:

Responsible for entry of vendor invoices and performing clerical/administrative duties and functions necessary to achieve vendor payments within established policies and procedures. This position reports to the Assistant Director, Materials Management

ROLE AND RESPONSIBILITIES:

• Commit to and abide by the character of core values of Teamwork, Integrity, Diversity, Excellence and Safety (TIDES).
• Process and prioritize incoming invoices to ensure vendor discounts are attained and vendors receive payment within stated terms.
• Work with vendors to have invoices sent electronically.
• Work with vendors, Purchasing, and Shipping & Receiving on invoice issues, credits needed or missing/late invoices in order to process for payment timely.
• Process check runs weekly to issue payments via electronic ACH or check for all vendors and employees. This includes running all reports and files for bank processing.
• Provide Cash Requirement Report prior to check run for final approval on invoices to be paid.
• Maintain banking information in the supplier files for electronic payments.
• Coordinate the timely pickup and mailing of all checks.
• Enter and validate invoices in Oracle for processing within the agreed upon terms.
• Responsible for the distribution, replenishment and reconciliation of Petty Cash.
• Run weekly Invoice on Holds reports to resolve invoice issues.
• Research and advise on status of all pending open obligations to be cleared by the Assistant Director, Materials Management.
• Maintain a weekly Must Pay spreadsheet to ensure that urgent invoices are paid timely.
• Monitor and reconcile vendor statements as they arrive to ensure invoices are not missing.
• Process/enter all tax statements for company properties and create checks runs for payments.
• Work with Accounting on monthly and year-end closing to process invoices within the correct time period.
• Record all payroll-related payments in Oracle.
• Work with Purchasing to process credit card payments when scheduled.
• Provide backup documentation as needed for annual audits.
• Research and respond to inquiries from internal/external customers regarding payment status.
• Perform clerical tasks such as copying, scanning and filing various documents, and reviewing and distributing incoming mail.
• Perform other duties as required.

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

EDUCATION:

• High School Diploma or equivalent required.

EXPERIENCE:

• Two (2) years accounting/bookkeeping experience required. Four (4) years of 
• experience preferred.

CERTIFICATION/LICENSE:

• Texas Operators Driver’s License with good driving record required.

KNOWLEDGE/SKILLS/ABILITIES:

• Must have knowledge of basic bookkeeping and accounting principles, practices, 
• recordkeeping and filing. 
• Knowledge of basic office procedures, equipment, computer and software applications.
• Ability to use and operate a computer with ten-key by touch proficiency and knowledge 
• of Microsoft Excel, Word, Outlook.
• Adobe experience and knowledge of Oracle or similar accounting software is helpful. 
• Must have excellent verbal and written communication skills, and telephone etiquette.
• Ability to perform all the physical, intellectual and analytical functions of the job to 
• include making appropriate decisions based on pre-determined criteria.
• Ability to establish and maintain effective working relationships