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Accounts Payable Assistant

3 months ago

Oakbrook Terrace, United States Vision Full time

Accounting Assistant, Accounts Payable

**GENERAL SUMMARY**:
The primary function of the Accounts Payable Assistant is to process employee expense reports (via an online, electronic format), vendor invoices, check requests, vendor refunds, and miscellaneous payment items using department procedures and company policies, to ensure prompt and correct payments. Additionally, the A/P Assistant is expected to keep a minimum level of unit indicators, employee “reminder” correspondence, and other general spreadsheets as assigned by the manager. The A/P assistant must be an initiative-taker, keep a peak level of customer service/relations, and focus on teamwork and support.

**PRINCIPAL DUTIES AND RESPONSIBILITIES**:

- Utilizes the internal expense reporting tool (PeopleSoft), in conjunction with internal scheduling software (e.g., ISAS, SAM, Financial Force) to accurately and swiftly audit, adjust, and approve staff expense reports for reimbursement. This would include:

- Auditing items against company policy.
- Providing immediate replies and processing.
- Using Outlook, when necessary, to reach documentation, approvals, or any other pertinent data to accurately and swiftly pay employee reimbursements.
- Maintaining a regular tickler/reminder process for missing expense reports.
- Performing employee reconciliations, when needed.
- Utilize peak customer service, prompt responses, and follow-up.
- Perform assigned tasks with little supervision.
- Collaborate with team and aid as needed to ensure workloads are even and processed as at once as possible.
- Extensively and accurately audits vendor invoices, check requests, refunds, and other miscellaneous payable items (e.g., guest / Board expense reports). This would include:

- Auditing items against company policy.
- Utilizing Outlook to route and collect approvals and other necessary information to prepare an item for payment.
- Working closely with Purchasing, G/L, and other PFA units to ensure complete and correct payments.
- Creating monthly accruals.
- Performing vendor reconciliations, when needed.
- Maintain constant contact with internal and external customers, providing prompt responses and follow-up.
- Matches processed payments with the corresponding voucher(s) for management review. Ensures that special handling requests (e.g., Pick-Up, Express Mail, etc.) are properly documented and labeled on the face of the payment.
- Performs daily scanning of payment files, before disbursement, to ensure a correct electronic filing system.
- Maintains or helps create Accounts Payable related records, reconciliations, logs, indicators, files, and/ or monthly vendor accruals, as assigned.
- Performs routine clerical and office duties as needed or requested by the Accounts Payable Manager.
- Ensure proper documentation/notes are present to provide an adequate audit trail.
- Collaborate with team and aid as needed to ensure workloads are even and processed as at once as possible.

**KNOWLEDGE, PRACTICAL EXPERIENCE AND SPECIAL SKILLS REQUIRED**:

- Level of knowledge equivalent to that ordinarily bought through completion of one to two years college level courses in accounting.
- Minimum of 2 years of experience in processing vendor invoices and expense reports using the online Accounts Payable computer system.
- Minimum of 2 years of experience in working with Microsoft Office.
- Shares the team aims in processing expense reports, invoices, and other payable items with speed and accuracy.
- Ability to work in a team setting to discuss and implement process improvement aims.

**Job Types**: Full-time, Contract

Pay: $21.00 - $22.00 per hour

Schedule:

- Monday to Friday

**Education**:

- Bachelor's (required)

**Experience**:

- processing vendor invoices: 2 years (required)
- expense reports: 2 years (required)
- online Accounts Payable computer system: 2 years (required)
- Microsoft Office: 2 years (required)
- processing expense reports: 2 years (required)
- processing invoices: 2 years (required)
- Accounts Payable: 2 years (required)
- process employee expense reports: 2 years (required)
- online, electronic format: 2 years (required)
- vendor invoices: 2 years (required)
- check requests: 2 years (required)

Ability to Commute:

- Oakbrook Terrace, IL 60181 (required)

Work Location: In person