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AP Clerk / AP Associate

Homebuilding and Mortgage Banking

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EDUCATION AND EXPERIENCE

• Strong advanced MS office skills
• 5 years of relevant work experience (industry can vary) is recommended.
• Excellent customer service skills
• The ability to multi-task and prioritize
• Reliability and initiative to be able to work effectively and independently in a professional environment
• Proficient with Microsoft Office suite (Excel, Word, Outlook)
• Familiarity with accounting cycles and accounts payable processes required
• Experience with automated invoice processing is preferred
• Understanding of the Homebuilding industry is a plus.

JOB RESPONSIBILITIES

This position is responsible for ensuring invoices are approved and processed for payment in accordance with company policy. The AP Associate is responsible for accumulating, balancing and disbursing accounts payable. In addition, the AP Associate provides the initial response to incoming calls/emails from employees or subcontractors who need assistance with the Accounts Payable process.

Handle requests (calls/emails) from employees and vendors
• Process invoices and prepare the weekly vendor disbursement file
• Identify preventive policies and procedures or system changes
• Assist with testing and rollout/training of system enhancements
• Handle requests (calls/emails) from employees and vendors
• Answer incoming requests from employees and vendors in a courteous and professional manner.
• Log and categorize requests in a tracking mechanism to provide reporting on trends for procedural changes and training opportunities.
• Utilize the following systems to identify and resolve invoice or payment issues: iValua, SchedulePro, UCS, Bottomline C-Series
• As needed, assist Production and Costing personnel in performing the necessary steps to get the issue resolved ASAP.
• As needed, call and assist vendors to collect information from them or to assist them online in a system to resolve their issues.
• As needed, conduct training sessions for employees and vendors to ensure they are properly using the required systems and following policies and procedures.

Process invoices and prepare the weekly vendor disbursement file
• Ensure invoices are coded and approved timely within the iValua system.
• Prepare the weekly disbursements in UCS.
• Print AP checks using Bottomline C-Series.
• Ensure checks are mailed to the correct payee per the vendor payment schedule.
• Assist with the collection and maintenance of vendor ACH information.
• Assist in maintaining vendor information in UCS.

Identify preventive policies and procedures or system changes
• Solicit and analyze feedback from the Divisions regarding opportunities to increase efficiencies in procedures or systems.
• Understand policies and procedures and communicate them to the Homebuilding Divisions and Operations as needed.
• Help analyze spend and approval timeframes to determine how all aspects of the process can be improved.
• Assist the Shared Service Manager as needed on additional initiatives and analyses

Identify and document Best Practices and procedures
• Identify potential system setup changes and assist testing to make sure the changes made have the desired effects.
• Report any software bugs to Shared Services Manager for disclosure to iValua.
• Help test periodic software releases from iValua, and determine how functionality will impact the company.
• Assist with roll-out and training of new features of iValua to employees and vendors as directed by AP Shared Services Manager.
• Understand functionality of UCS and SchedulePro systems and how they interact with iValua, and make recommendations for changes as needed to improve invoice payment and approval processes.
• Reports to Accounts Payable Manager.

REQUISITION #2233