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Position Overview

Perform the day-to-day processing of accounts payable transactions to ensure that vendor accounts are up to date and accurate. Communicate with vendors regarding account status along with communication to Encore field locations with any Purchase Order (PO) issues. 

Key Job Responsibilities

Data Management

• Compile, process and maintain Accounts Payable invoices.  Perform a 3-way match within Oracle by verifying accuracy of the Invoice data to the PO and receipt of PO data.  

• Process and enter 400-500 invoices per week with minimal supervision.  

• Process and follow-up on rush items.  

• Manage any exceptions to the process according to standard company procedures and resolve these issues in a timely manner.  Weekly review and follow up of these invoices “on hold” is an important aspect of this AP Specialist position as this is a Key Performance Indicator (KPI) that the AP team is held accountable for.  

• Special projects as assigned.

Internal & External Communication

• Communicate with internal customers such as Encore location personnel (DET’s and other buyers) and/or outside vendors regarding obtaining required documentation and/or explaining our Accounts Payable procedures.  

• Identify and resolve issues related to problem invoices, work with internal buyer/vendor to prevent recurrences.

Information Management

• Scan all invoices and attach PDF copies into Oracle for easy retrieval.  

• Reconcile vendor statements timely, which would include but is not limited to researching vendor inquiries, by telephone, email and regular mail.  

• Research inquiries from the Encore locations via the Accounts Payable inbox.  

• Work with Purchasing to identify PO discrepancies and resolve disputes on a timely basis.

Job Qualifications

• Minimum of a High School degree or equivalent experience.  Accounting classes preferred.

• 2 + years Account Payable experience

• Excellent customer service and telephone skills required

• Oracle and Excel experience preferred

• Must communicate professionally at all levels

• Demonstrate excellent problem solving skills and ability

• Self-motivated and willing to learn 

• Analytical skills 

Job Qualifications (cont.)

• Ability to be flexible, multi-task and prioritize work within time constraints is required

• Ability to be an effective team member and display initiative 

• Displays high level of professionalism and responsiveness to all stakeholders – both with internal Encore buyers as well as vendors

• Ability to drive results by taking ownership of “portfolio” and resolving issues

• Suggest improvements and help implement and support any changes 

• Ability to handle confidential information in a discreet, professional manner

• Ability to handle difficult situations with vendors in a professional manner

Competencies

• Communicates Effectively

• Hospitality

• Collaborates

• Balances Stakeholders

• Optimizes Work Processes

• Decision Quality

• Ownership

• Responsiveness

Work Environment

Example: Work is generally performed at an office that is moderately quiet.  Team members will occasionally visit other work locations for meetings or for other business reasons. Working times will include days and may include evenings, weekends and holidays.  Team members must adhere to appearance guidelines as defined by Encore.