Accounts Payable Specialist - Full-time

Description

JOB SUMMARY

As member of the Accounts Payable department, the A/P Specialist at all times, meets Medline Divisions, distribution centers, manufacturing plants, and vendor’s inquiries and requests with a commitment to customer satisfaction.

ESSENTIAL JOB DUTIES

1) Ensure timely and accurate review and processing of Directs, Stock and Supply type order transactions:

i) Debit Memos.

ii) Outstanding debit memos collection.

iii) Overbills.

iv) Chargebacks.

v) Paybacks.

vi) Timely reconciliation of vendors' statements, communication to Medline Divisions, and update of A/P Vendor Statements Accrual spreadsheet.

vii) Research, identify, document, and communicate open issues listed on all vendors’ statements.

(a) Reconciliation of all vendors’ statements while following the standard operating procedure set forth by A/P Management.

(b) Timely and accurately, determine the different reasons for vendor’s charge-backs. Minimize the use of the “other” charge-backs category on the A/P Vendor Statements Accrual spreadsheet, and properly identify issues, which do not fall under the regular charge-back categories.

(c) Precisely account for open balances on vendor statements that are not part of vendors’ A/P history.

(i) There are times when A/P invoices show open in the vendor payables account, but not listed on the vendor(s) statement(s). The reason may be that the vendor has decided to write-off the open balance. Investigate these issues thoroughly. If the conclusion is that, the vendor wrote-off the invoice, the A/P Specialist is to communicate these to the A/P Supervisor. A/P Supervisor/Manager will review your research and adjust transactions as needed.

(d) Ensure statements have been received, reconciled, and logged in the A/P Vendor Statements Accrual spreadsheet for all vendors. Break down charge back categories where a concentration of high dollars charge back occur or where charge backs tend go unresolved for more than three (3) months.

(e) Applicable vendor chargeback’s are to be “parked” while to pending resolution.

(i) Outstanding parked report to be worked on a weekly basis to prevent items age past 30 days.

(f) Statements Accrual spreadsheet for all vendors.

(g) Ensure proper record keeping of all vendor statements.

(h) Late archiving of reconciled vendor statements.

(i) Research all open credits listed on vendor statements. Proceed to call the vendor on all open credits, not yet taken by Accounts Payable, and request copies.

(ii) There will be times when the vendor will not provide copies of credits issued to Medline. In this case, credits listed on vendor statements (not processed by A/P yet) are to posted (after making sure corresponding invoices has been posted or confirmation has been completed as to not being related to previously posted debits) from the vendor statement while ensuring correct G/L and Cost/Profit Center is being credited.

b) Ensure vendor statements have been received, reconciled, and logged onto the A/P Vendor Statements Accrual spreadsheet. This spreadsheet is to be updated at all times since information from this schedule is used for reporting given to divisions’ presidents and used for month-end, quarter-end, and year-end accruals.

(1) Payment detail information for wire transfer and EFT vendors.

(2) When applicable, adherence to vendors’ “shortage” communication requirements.

c) Coordinating adjustments to all erroneous invoice postings of Stock, Directs, and Supply type POs in a timely basis, while ensuring all available discounts are taken.

d) Audit processed adjustments to ensure accuracy and compliance to SOPs and guidelines.

2) Participate in the entire “statements” process.

a) Follow established procedures and guarantee uninterrupted workflow.

b) Responsible for providing conclusive information to Division Presidents, Product Division Managers and all other customers (internal/external) with a commitment towards customer satisfaction. Makes sure information provided is accurate and conclusive at all times.

c) Responsible for attending all training sessions as indicated by management. Participates in cross training sessions to ensure having a “back-up” to daily work schedule. Also act as “back-up” to other co-workers’ daily responsibilities during absences due to vacation, illness, etc.

3) Reviews and resolves all outstanding issues listed on the A/P Aging report. Issues are to be reviewed and solutions identified on a weekly basis. Follow up is to be performed and documented with a goal of resolving pending issues.

a) All aging issues "30 Days and Over" are to be addressed/resolved and issues threatening to not be resolved before the "90 Days" from invoice date are to be communicated to the A/P Supervisor. Assist A/P Supervisor with documentation and tracking of escalated issues.

b) Immediately address and escalate debit balances where no more purchasing/invoicing activity shows for the corresponding vendor(s). If debit is posted, the balances are to be resolved and off the aging reports no later than 30 days from invoice date.

4) Review of GR/IR report to ensure that all invoices have paid with corresponding receipts.

a) If there is discrepancy, the A/P Specialist is to work with Operations and Product divisions for proper recourse either to have the receipt put in or to deduct the monies from the vendor.

5) E nsures all prepaid transactions coming from sixty (and lists continues to grow) vendor accounts are reconciled and corresponding Goods Receipts (GR) have been completed. Timely reconciliation of GR/IR reporting and escalation of open balances to A/P Management is of outmost importance (from the lesser of =>90 Days from invoice date or if the container can not be received (GR) due to FDA or Quality hold.

6) Excellent rapport with fellow employees, supervisors, and upper management.

7) Initiates suggestions and strives towards continuous process improvement.

8) Observes and follows Medline Industries, Inc. procedures and guidelines.

Qualification

• College degree in Accounting/Finance desirable
• High volume data entry
• 2-3 years of prior A/P experience
• Excellent written and verbal communication skills, detail oriented self-starter
• SAP knowledge helpful and Microsoft Office experience.