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Accounts Payable Clerk
2 months ago
Who We Are:
SocoSIX is a risk management company founded in 2016. Recognized in the industry for efficiently delivering protective services throughout the globe, and placing our client’s safety, comfort, and wellbeing as our unwavering priority. We expect and value professionalism, responsiveness, teamwork, and dedication to quality in all we do. We take pride in delivering quality service, we prioritize the needs of our customers and clients over our own, and endeavor to consistently exceed all expectations.
Position Overview:
The Accounts Payable Clerk will be responsible for assisting in the automation of the current financial billing and payables processes for SocoSIX and creating efficiencies within these processes to eliminate most manual data entry. This position will assist in ensuring accuracy and compliance with all financial billings and records. Key responsibilities include accurately and efficiently processing invoices along with the review and approval for payment of related payables. Given that these tasks directly affect the organization's financial performance, the role is essential to the Accounting & Finance Department. The Accounts Payable Clerk will work closely with the Accounting Manager and the Billing Manager, who are responsible for implementing and managing the SocoSIX Quality Management Standard by establishing processes and personnel that achieve the highest level of accuracy and operational efficiency, as well as streamlining additional Accounting & Finance Department responsibilities as identified.
Requirements:
• Adhere to all SocoSIX corporate policies, procedures, and guidelines.
• Basic understanding of accounting principles and financial processes.
• High school diploma or equivalent; an associate degree in accounting or finance is preferred.
• Minimum of 5 years experience in accounts payable or a similar role is required.
• Tech-savvy with a strong attention to detail and accuracy.
• Proficiency in accounting software, QuickBooks, and Microsoft Office Suite (Excel, Word, Outlook).
• Demonstrated ability to communicate proactively and professionally with the Accounting Manager, Billing Manager, and Operations team.
• Gain an understanding of service delivery, invoicing processes, and contractual requirements through collaboration with the Accounting Manager and Billing Manager.
• Ability to work independently to identify and propose process improvements for efficient and accurate handling of receivables and payables.
• Commitment to operational excellence through daily service evaluation and continuous improvement initiatives.
• Maintain professional and supportive communication with both internal and external parties.
• Continuously assess and improve processes to prevent losses and increase productivity, quality, and customer satisfaction.
General Responsibilities:
• Assist in developing and documenting current billing and accounts payable procedures and workflows.
• Help implement automation solutions to enhance accounts payable and accounts receivable processes.
• Collaborate with the Billing Manager to verify the accuracy of incoming invoices, ensuring services align with customer billings.
• Partner with the Billing Manager to document processes in line with vendor agreements, including service rates and service hours.
• Work with the Accounting Manager and Billing Manager to establish and document internal controls that comply with Master Service Agreements and other agreed-upon terms and conditions.
• Assist in the preparation of accounts payable reports and other financial documentation as required.
• Review, verify, and process invoices for payment, ensuring accuracy and compliance with company policies.
• Communicate with vendors to resolve any discrepancies, address payment inquiries, and manage vendor account information.
• Maintain accurate and up-to-date records of all accounts payable transactions, including invoices, payment confirmations, and supporting documentation.
• Monitor shared accounting inboxes for incoming payables and receivables.
• Ensure compliance with company policies, accounting principles, and relevant regulations in all accounts payable activities.
• Manage databases to ensure accuracy and compliance across all records.
• Provide support to the accounting team and assist with other financial tasks as needed.
Success Factors:
• Strive for 100% accuracy of invoices for the company and its customers.
• Company-centric approach to billing disputes and financial performance.
• Creative and collaborative approach to driving company success.
• Implementation of metrics and continuous improvement initiatives.
• Demonstrated compliance with all SocoSIX policies, procedures, and guidelines.
The SocoSIX Quality Management Standard
The SocoSIX Quality Management Standard is a systematic and repeatable approach to ensure our people, processes, and procedures produce results that exceed all customer expectations. The application of this standard is a foundational differentiator between SocoSIX and our competition and must be considered and applied in all that we do. Below are the steps that must be implemented and managed to adopt the Quality Management Standard:
1. Embrace a culture of quality: Demand quality and excellence in every aspect of your daily work. Encourage employees to take pride in delivering services that consistently meet and exceed all internal and external expectations. Do not blame others, do not make excuses; strive for perfection.
2. Establish and implement clear quality standards: Define and control the quality standard for all processes and services. Develop metrics to measure and monitor the quality of the services provided. Ensure that everyone understands and applies these standards in every action.
3. Proactively identify service disruptors: Conduct a thorough analysis of all processes, service models, and past complaints or disruptions to identify areas where knowledge gaps or inconsistent instruction exist.
4. Incident analysis through the 5 “whys”: When a service failure or disruption occurs, identify the root cause by implementing the interrogative technique of asking “why” 5 times. Once the root of the problem is uncovered, corrective and preventative measures may be implemented.
5. Development and implementation of preventative measures: When the root cause of the incident has been identified, develop preventive measures to eliminate or reduce the likelihood of reoccurrence. This can include implementing quality control/failsafe measures, improving training programs, or working through individual performance improvement plans.
6. Monitor and measure quality: Continuously monitor and measure the quality of our services and delivery model to ensure they meet or exceed established quality standards. Use metrics and feedback to identify areas for improvement and immediately act when opportunities are identified. Continuously look for ways to improve internal processes, people, and the service delivery model to ensure the highest level of quality.
