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Accounts Payable Associate

Palatine, IL

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Summary
The Accounts Payable Associate is responsible for carrying out the daily activities of the Accounts Payable Department and may be assigned special projects designated by the Accounts Payable Supervisor.

Essential Duties and Responsibilities include the following, other duties may be assigned

  • Process all incoming mail and email delivery of invoices and goods receipt on a daily basis
  • Ability to prioritize workload to ensure timely processing within payment terms
  • Match all PO invoices to receiving paperwork; process freight and non-PO invoices while following the Global Authorization Matrix to ensure proper approval
  • Determine if invoiced items are taxable and whether tax is indicated on the invoice or requires a “self-access” protocol
  • Route all quantity and pricing issues to Sourcing Manager for approval
  • Route all freight issues to Logistics for approval
  • Obtain proper approval for all project related spend invoices
  • Code non-PO invoices that are keyed on the system manually
  • Scan and index all invoice related paperwork on a daily basis
  • Respond to in-person, email or phone call inquiries of vendor activity; invoice status; past due issues, statement review, etc. daily
  • Reconcile expense reports and code the expenses to the proper General Ledger code and department compliant with Travel Policy; ensure all receipts are attached, mileage is correct and approval signatures are valid.
  • Assist with payment runs; pulling identified invoice sampling for Finance review; stuffing checks into envelopes and routing to the mailroom; scanning and indexing of printed checks.

 

Competencies To perform the job successfully, an individual should demonstrate the following competencies:

  • Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
  • Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
  • Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
  • Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
  • Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
  • Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
  • Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
  • Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
  • Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.

Education and Experience  
High school diploma or general education degree (Associates degree preferred); and 2+ years of related AP experience.       
Computer Skills 

  • Basic Computer Skills
  • Basic Microsoft Office Skills (Word, Excel, Outlook, Access)
  • 10 Key Calculator
  • Basic Phone use
  • Ability to use office equipment: printers and scanners
  • SAP experience a plus
  • Concur experience a plus

Physical Demands - The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Be able to sit for the greater portion of the work day
  • Be able to lift 20-30 lbs with assistance if needed

Work Environment - The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work environment is standard office, employees being assigned their own cubicle, computer and phone.  Ergonomic items such as keyboards and lumbar support for chair available upon request.

 

 

 

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