Our client is looking for an Accounts Payable Analyst-Foreign Vendors. This position will be responsible for auditing and processing domestic and foreign invoices, performing vendor statement reconciliations, documenting procedures, and other Accounts Payable duties as assigned.
Must possess sharp, acute technical skillfulness for efficient processing of multiple electronic file uploads while ensuring correctness and balancing upon reconciliation. Must exhibit keen ingenuity in order to troubleshoot and resolve problem data prior to finalizing transactions in the accounting system.
Requires strong ability to multi-task, prioritize, and deliver prompt, professional responsiveness to all communications. Must provide high-volume processing with accuracy and efficiency in fast-paced department, while meeting daily, weekly and monthly deadlines.
PRIMARY JOB DUTIES:
1.Policies and procedures:
Thoroughly comprehend the firm's invoice policies, to include billable and non-billable approval limits, and other special requirements. Provide full enforcement of rules and procedures proactively and independently with polished and tactful responsiveness.
2.Foreign Disbursement duties:
Process approved foreign invoices for payment. Ensure proper approvals, supporting documentation, and account coding. Prep includes accurately identifying vendor number, timekeeper number, description, country, trademark, class, other data as necessary, and may include breakdown of matter splits and amount allocation adjustments.
Use Global Exchange international payment application to process payment of foreign invoices by wire transfer and draft. Requires critical attention to detail in order to accurately identify appropriate global currencies, provide line item data entry proofing, and execute timely payment. Upload and modify payment batches into accounting system while ensuring that totals are reconciled for posting.
Manage foreign vendor internal Outlook inbox. Respond timely to all emails which includes handling invoice status inquiries, requesting invoice copies, forwarding invoices for approval, printing approved invoices, and thorough follow-up to obtain approved invoices not immediately returned for processing.
Communicate effectively for timely resolution of duplicate payments that result from client payment of invoices, and over-payments/credits from canceled and/or reissued invoices. Inform Global Exchange of requests for early payment release of existing invoices, canceling invoices, and provide missing data necessary for transmittal purposes. Correspond with Collections and Accounts Receivable teams regarding mutual account offsets, PNC wires, and unidentified receipt of refunds.
Log disputes and invoices sent for 3rd party payment in Tracker, the firm's tracking database of invoices not to be processed and paid.
3.Electronic vendor file upload duties:
Process numerous electronic vendor file uploads, either from files obtained by email or through portals. Manage various types of platform data adjustments and corrections. Adhere to multi-step import procedures. Thorough review for accuracy is essential.
4.Vendor statement duties:
Perform thorough research and reconciliation of extensive volume of vendor statements. Obtain missing invoices and follow up with approvers to ensure invoices are returned to Accounts Payable for timely processing. Highly organized proficiency is crucial.
Prepare step-by-step process instructions, necessary for Accounts Payable Department cross-training and for internal audit purposes. Perform required updates to documentation as needed.
Other duties include but are not limited to:
- Process check requests and pay vendors according to firm policy and Accounts Payable procedures
- Complete daily rush check processing
- Apply correct sales and use tax when applicable
- Distribute signed checks promptly
- Handle petty cash distribution and balancing
- Process voids, stop payments, reissues, and soft costs
- Deliver cashier's check requests and deposits to the bank
- Maintain organized files
- Provide prompt and accurate responses to Accounts Payable inquires
- Assist other team members as needed, especially during month-end closing
- Provide coverage support when team members are out of the office
- Meet month-end closing deadlines
Communications: The Accounts Payable Analyst must be able to effectively communicate both verbally and in writing with a variety of customers; to converse tactfully over the telephone and by email; to liaison with both internal and external vendors; and be able to exchange information within the department for reporting and informational purposes.
Technical: Windows, Outlook, Excel, Word, and experience on an integrated accounting package are required. Elite Enterprise accounting software, and Global Exchange international payment application preferred. Proficient 10-key data entry technique for high volume processing is required. Ability to organize and process high-volume work flow, work independently and problem solve.
Education and Training: Minimum of an Associate's degree in accounting or business related field with applicable accounting courses preferred. Transcript may be requested.
Work Experience: At least three to five years Accounts Payable experience. Law firm experience is preferred.