MISSION:

Achieving excellence through the dedication, innovation, and growth of our employee-owners, creating lasting value with our business partners.

JOB SUMMARY:

The Invoicing Audit & Purchasing Specialist II is primarily responsible for ensuring accuracy, compliance, and timely processing of all invoices and purchase orders within the Purchasing Department. This role serves as the key point of control for validating invoice data, reconciling discrepancies, and maintaining precise financial records, while also supporting purchasing activities such as requisition processing, supplier communication, and material order coordination.

REQUIRED EDUCATION AND EXPERIENCE:

• High school diploma or equivalent; additional training or education in business, supply chain management, electrical trade, or related field.
• 3+ years of experience in invoicing, accounts payable, or procurement.
• High accuracy in data entry and financial recordkeeping.
• Proficiency with ERP systems and Microsoft Office Suite (Excel proficiency preferred).
• Strong problem-solving skills for resolving invoice/purchasing discrepancies.
• Excellent organizational skills to manage multiple priorities and deadlines.
• Clear communication skills for interacting with suppliers, vendors, and internal teams.

PREFERRED EDUCATION AND EXPERIENCE:

• Bilingual
• Bachelor’s degree

PERSONAL ATTRIBUTES | SKILLS:

• Supports our Mission Statement and Core Values.
• Is honest and has the highest integrity.
• Sets the example for others and is above reproach.
• Ability to cope with job pressures in a constantly changing environment.
• Interpersonal and intrapersonal skills.
• Self-motivated.
• Detail-oriented.
• Positive and professional demeanor.
• Strong problem-solving and critical thinking skills.
• Able to handle and manage confidential information.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES:

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Responsibilities of this position include, but are not limited to, the following:

• Primary – Invoicing Audit Responsibilities:
• Verify all invoices against purchase orders, confirming job name, job number, materials, pricing, freight charges, and any unique conditions.
• Accurately enter invoice data into the ERP system, ensuring alignment with approved purchase orders and receiving documentation.
• Prioritize invoice entry and approval to meet payment timelines and maximize cost savings by capturing 2% Net 10 discounts on all eligible invoices.
• Compile balanced invoice batches and submit to Accounts Payable for timely payment processing.
• Research and resolve past-due invoices, pricing errors, surtax discrepancies, and credit memos.
• Maintain invoice aging reports to ensure no invoices exceed 31 days past due; flag and escalate unresolved issues.
• Organize and maintain electronic records of invoices, packing slips, and related documents by vendor and month for quick retrieval during audits.
• Contact suppliers to obtain missing documentation, clarify billing issues, and confirm payment status.
• Secondary – Purchasing Responsibilities:
• Review and process purchase requisitions for accuracy, ensuring correct sources, pricing, and lead times.
• Prepare, issue, and verify purchase orders in compliance with company guidelines, ensuring complete and accurate entry of pricing, freight terms, and special conditions.
• Monitor order status with suppliers, follow up on late shipments, and coordinate with field teams to ensure timely delivery of materials.
• Resolve purchase order and invoice discrepancies, including shortages, over-shipments, freight claims, and returns.
• Work with vendors to confirm availability, negotiate favorable pricing, and apply existing agreements when applicable.

OTHER DUTIES AS ASSIGNED:

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.