Accounts Payable Clerk II

Company / Location Information

We are one of the world’s leading manufacturers of water heating and water treatment technologies in the world. We are a $3.5 billion company with 140+ years history and we employ more than 12,000 individuals globally who pride themselves on providing the world with innovative water technology. We are committed to Continuous Improvement, not just in our factories or processes, but in our people.

Primary Function

Under direct supervision, performs duties involved in the accounts payable and/or the accounts receivable functions. Duties may include preparing bills, invoices, statements, and vouchers for payment researching invoices, returns, and credits. Ensures timely and accurate processing of invoices or updates and summarizes receivables. Reconciles bills, checks balances, follows up on discrepancies, and maintains vendor files. May prepare checks for signature and communicate to vendors. May assist in collections, shippers, customers, and sales/marketing department in requests for invoices or shipping verification.

Responsibilities

• Separates invoices for productive parts by payee.  
• Runs Unvouched Receipts (UVR) report daily. The UVR report is sorted by vendor name and purchase order number then, receipt date and receipt number. Other information includes part numbers, bill of lading numbers, quantity received, quantity vouched, and net quantity, price per each part received, and total price per shipment (quantity multiplied by price per each). 
• Matches vendor name, purchase order number, quantity, and price, on invoices to the same on the UVR. 
• Forwards the invoice to the buyer for price approval or quantity difference correction if differences exist between the invoice and the UVR.  A copy of the invoice is kept noted and dated as having been sent to the buyer for approval.   
• Vouches the invoice into the accounts payable computer system when there is a match between the UVR and the invoices or when the appropriate approval has been received. 
• Assembles and scans vouched invoices to Division.
• Monitors discount opportunities.
• Resolves purchase order, invoice, or payment discrepancies documentation.
• Ensures credit is received for outstanding memos.
• Resolves sales tax issues by submitting a sales tax exemption certificate to the vendor.

Role Specific Responsibilities

• Maintains files and documentation thoroughly and accurately, in accordance with company policy and accepted accounting practices.
• Frequently analyzes, investigates and resolves other aged items on the UVR, such as consignment purchases.
• Reconciles receipts over 60 days old and other issues on the UVR monthly.
• Reviews the daily reports that are generated by EDI transmissions. The reports reviewed are the EDI inbound invoice exception summary and the EDI recycled invoices not processed report.
• Makes corrections to the EDI invoices with errors based on the information found on these reports. The EDI invoice with the error can be selected in the accounts payable computer system and then certain information corrected. The nightly invoice job will process the updated invoice through for payment. If, even after several attempts at corrections are made, the EDI invoice is still not processed by the system then the A/P clerk will vouch the invoice as a non-EDI invoice. 
• Acts as liaison between this branch and Division or other departments. 
• Receives and organizes statements from vendors; checks vendor files for payment of any invoices listed outstanding and calls departments and or vendors in regard to any old outstanding invoices for verification of unpaid, lost, or billed invoices.
• Takes phone calls and answers any questions from departments or vendors in regards to invoice payments.
• Makes calls to vendors to clarify any questionable invoice items, prices, or receiving signatures; calls department for proper information and/or data regarding invoice payments.
• Assists in updating and maintaining the vendor database.
• Performs other related tasks as requested. 

Qualifications

• Associates degree or Bachelor’s degree in Business, Accounting, or related field or over 7 years of Accounts Payable experience
• 3+ years realted work experience or training
• Experience in Accounting and bookkeeping functions, focus on Accounts Receivable
• Excellent with Deduction Management/Payment Discrepancies
• Excellent reasoning skills
• SAP Experience
• Quick learner, organized, detail oriented
• Excellent written and verbal communication skills
• Ability to work/operate independently with minimal oversight, but with focused objectives and discipline to obtain results
• Impeccable moral character and high ethical standards
• Excellent computer-based skills including excel spreadsheet development, word processing, PowerPoint presentations

Education

Years of Experience

We Offer

Competitive compensation package and comprehensive benefits plans which include medical and dental insurance, company-sponsored life insurance, retirement security savings plan, short- and long-term disability programs and tuition assistance.