AP & Vendor Maintenance Specialist

2 months ago

Alpharetta, United States Cypress HCM Full time

The Senior AP Specialist will be an integral part of the Finance team managing the integrity of the vendor master data system of record for all suppliers. The position will be responsible for processing existing and new supplier information through approval workflow and updating/maintaining vendors daily to mitigate external fraud. Collaborating and working effectively with the many core groups such as: Accounts Payable, Procurement, Treasury, Tax, and other internal partners to ensure compliance with all required rules, regulations, and policies.


Job Responsibilities:

  • Works directly with Supply Chain, vendors, and end users to collect required documents and approvals necessary for vendor file maintenance and changes. Ensure that all records are stored in a secure location.
  • Perform system of record (Oracle R12, MS Excel, Smartsheet) entry and validations for new vendor setup, changes existing vendor information. Ensure all required documents are attached to vendor file within Oracle. Confirm data is entered in accordance with pre-established verification steps and IRS regulations. Improve vendor master data standardization as necessary.
  • Use knowledge of legal compliance rules and regulations, IRS, and other government websites for 1099/TIN matching to protect us from fraudulent payments, confirming tax-exempt verifications, and W-9 maintenance. Utilizes Internal Revenue Service website to confirm accuracy of EIN data.
  • Ensures vendor records and sites are properly set up for specific tax liability in accordance with IRS 1099 reporting requirements.
  • Enter and maintain banking information and verify/validate any change requests including completing direct deposit verification using a third-party external tool (Early Warning) or confirming data by phone calls. Utilize the Federal Reserve website to confirm bank branch and routing information.
  • Performs initial vendor database analysis and prepares recommendation for updates. Complete updates to the vendor master file utilizing third party software (More4Apps) and continue on an ongoing basis.
  • Works with Accounts Payable team to monitor and help evaluate vendor payment methods and terms (MSA terms, CK to ACH conversion of vendors/employees) and checking for and correcting data errors that prevent completion of routine tasks.
  • Collaborates with internal departments to exchange information, identify supply chain related issues and provide support as necessary.
  • Research and provide information in response to requests to include responding to internal or external inquiries regarding vendor account setup or updates.
  • Identifies and designs workflow processes for efficient vendor maintenance requests by collaborating with other team members and streamlines data collection and analysis procedures to ensure fast access to metrics.
  • Assists with ad hoc projects as needed.
  • Provide system validation and integration testing to ensure business use cases are functioning as intended.


Qualifications:

  • Bachelor’s Degree, plus 3 years of related experience within Accounts Payable, Procurement, Accounting, or similar analysis role
  • Microsoft Office (Word, Excel, PowerPoint, Outlook); Oracle preferred.
  • Familiarity and experience working in an ERP system are preferred.
  • Advanced knowledge of the procure-to-pay process and procedures and IRS guidelines for information reporting.
  • Analytical and problem-solving skills paying close attention to detail while maintaining accuracy.
  • A high level of relationship management skills as this role interacts with internal and external partners and suppliers.
  • Ability to work independently and anticipate the needs of the company.
  • Intermediate computer skills, particularly in Oracle, Excel, SharePoint, and other related tools and technologies.
  • Detail orientation and an ability to follow procedures and structured workflow system guides.


Hourly Pay Rate: $28-$30/hour

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