Accounting Assistant - A/P

at  The Joint Commission

GENERAL SUMMARY

The primary function of the Accounts Payable Assistant is to process employee expense reports (via an online, electronic format), vendor invoices, check requests, vendor refunds, and miscellaneous payment items using department procedures and company policies, to ensure timely and accurate payments. Additionally, the A/P Assistant is expected to maintain a minimum level of unit indicators, employee “reminder” correspondence and other general spreadsheets as assigned by the manager. It is important that the A/P assistant be a self-starter, maintains a peak level of customer service / relations, and focused on teamwork and support. This is a hybrid opportunity, requires a minimum of two days in the office per week, days determined by your manager.

QUALIFICATIONS:

KNOWLEDGE, PRACTICAL EXPERIENCE AND SPECIAL SKILLS REQUIRED: 1. Level of knowledge equivalent to that ordinarily acquired through completion of one to two years’ college level courses in accounting. 2. Minimum of 2 years experience in processing vendor invoices and expense reports utilizing online Accounts Payable computer system. 3. Minimum of 2 years’ experience in working with Microsoft Office. 4. Shares the team objectives in processing expense reports, invoices, and other payable items with speed and accuracy. 5. Ability to work in team setting to discuss and implement process improvement objectives. This job description is intended to describe the general nature and level of work performed by an employee assigned to this position. The description is not an exhaustive list of all duties, responsibilities, knowledge, skills and abilities, and working conditions associated with this position. All requirements are subject to possible modification and reasonably accommodate individuals with disabilities

PRINCIPAL DUTIES AND RESPONSIBILITIES:

1. Utilizes the internal expense reporting tool (PeopleSoft), in conjunction with internal scheduling software (e.g. ISAS, SAM, Financial Force) to accurately and swiftly audit, adjust, and approve staff expense reports for reimbursement. This would include:
   a. Auditing items against company policy.
   b. Providing immediate replies and processing.
   c. Using Outlook, when necessary, to attain documentation, approvals, or any other pertinent data to accurately and swiftly pay employee reimbursements.
   d. Working closely with all employees to coach and train on the use of PeopleSoft and the proper application of company policy.
   e. Maintaining a regular tickler/reminder process for missing expense reports.
   f. Performing employee reconciliations, when needed.
   g. Utilize peak customer service, and timely responses and follow-up.
   h. Perform assigned tasks with little supervision.
   i. Work with team and assist as needed to ensure workloads are even and processed as immediately as possible
2. Extensively and accurately audits vendor invoices, check requests, refunds, and other miscellaneous payable items (e.g. guest / Board expense reports). This would include:
   a. Auditing items against company policy.
   b. Utilizing Outlook to route and collect approvals and other necessary information to prepare an item for payment.
   c. Working closely with Purchasing, G/L and other PFA units to ensure complete and accurate payments.
   d. Creating monthly accruals.
   e. Performing vendor reconciliations, when needed.
   f. Maintain constant contact with internal and external customers, providing timely responses and follow-up.
3. Matches processed payments with corresponding voucher(s) for management review. Ensures that special handling requests (e.g. Pick-Up, Express Mail, etc.) are properly documented and labeled on the face of the payment.
4. Performs daily scanning of payment files, before disbursement, to ensure an accurate electronic filing system.
5. Maintains or helps create Accounts Payable related records, reconciliations, logs, indicators, files, and/ or monthly vendor accruals, as assigned.
6. Performs routine clerical and office duties as needed or requested by the Accounts Payable Manager.
7. Ensures proper documentation / notes are present to provide an adequate audit trail.
8. Work with team and assist as needed to ensure workloads are even and processed as immediately as possible.
9. Requires little supervision – self starter
10. Other duties, as assigned.