Accounts Payable Specialist

4 days ago

Westbury, New York, United States Barnes & Noble Full time
Job Summary

Barnes & Noble is a leading retailer of content, digital media, and educational products, operating over 600 bookstores in 50 states and one of the web's premier e-commerce sites. Our Nook Digital business offers a lineup of popular NOOK tablets and eReaders and an expansive collection of digital reading content through the NOOK store.

We're proud to be an industry leader, consistently recognized for excellence in quality and customer service in our stores and online. As a key member of our team, you will play a vital role in ensuring the smooth operation of our accounts payable process.

Key Responsibilities
  • Review and maintain all vendor accounts related to a diverse Specialty Payable Department, including Newsstand, Caf, Caf LLC, Bookfairs, and Sterling Payables.
  • Run weekly and monthly reporting for analysis and maintenance purposes, ensuring vendor accounts are current with no outstanding balances.
  • Assume responsibility for all Caf (excluding Caf EDI and DC suppliers) by effectively and independently resolving problems and responding to supplier inquiries.
  • Prepare Excel invoice files and process paper invoices, adjustments, and credits received from our cafe vendors, verifying for accuracy and submitting for upload in Oracle.
  • Monitor the Caf Invoices email box for incoming store-approved invoices, reviewing Caf vendor's weekly statements, and resolving any outstanding issues to ensure vendor accounts are current.
  • Review and reconcile daily Control Total reports, working closely with cafe business owners on setting up additional Caf vendors.
  • Assist and respond to all NYC office inquiries related to the Concur Invoicing system, backing up for all Caf EDI and Caf DC supplier tasks.
  • Maintain all functions of Bookfair Payables, researching and responding to Bookfair Payment Inquiry emails daily, reviewing Offsite Payables email box daily, and processing necessary forms to ensure timely payment.
  • Research and reissue lost or returned gift cards or checks, obtaining appropriate approvals for events over $10,000, and maintaining weekly reporting for unpaid bookfairs.
  • Process manual additions at the request of the NYC office or store, providing event detailed reports upon request, and researching duplicate vendor reports and submitting necessary Oracle merge and change forms for approval.
  • Assist with vetting calls with suppliers, ensuring prompt receipt of all summary and POS to pay files, verifying summary and POS to pay files against the Magazine Reporting system, and ensuring all pay on scan files are received and processed for payment.
  • Review cashflow on a weekly basis to ensure all items have been entered, maintaining vendor status spreadsheets, and supporting and contributing documentation to internal and external auditors.
  • Perform various special projects, including processing monthly imaging provider invoices, reviewing and resolving possible duplicate invoices as stated on Apex reporting, and assisting with unclaimed property reporting, research, and analysis.
Requirements
  • Degree plus two to four years of Accounts Payable experience preferred.
  • Strong knowledge of Microsoft Office (Excel, Word, Outlook, etc.) is required.
  • Knowledge of Concur and Oracle preferred.
  • Strong multi-tasking and problem-solving skills.
  • Team player with ability to prioritize and work in a fast-paced environment.
  • Strong interpersonal and communication skills as well as exemplary customer service skills required.
  • Highly motivated and can work well both independently and cooperatively.

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