Accounts Payable / Purchasing Clerk

Summary / Objective

This position is responsible for assisting with the companies outgoing payments. Has responsibility of verifying vendor invoices, matching invoices with purchase orders and processing payments. Assist with resolving billing discrepancies and maintaining payment records.

Essential Functions

• Abide and follow Marquis safety rules and regulations
• To receive, process, verify, and reconcile invoices.
• Charging expenses to accounts and cost centers by analyzing invoice/expense reports, recording entries
• Paying vendors by monitoring discount opportunities, verifying federal id numbers, and resolving purchase orders, contract, invoice, or payment discrepancies and documentation
• Ensuring credit is received for outstanding memos
• Issue stop-payment or purchase order amendments
• Receiving and entering expense reports
• Maintain accounting ledgers by verifying and posting account transactions
• Verifies vendor accounts by reconciling monthly statements and related transactions
• Maintain historical records by scanning and filing documents
• Reports sales taxes by calculating requirements on paid invoices
• Protects organizations value by keeping information confidential
• Accomplishes accounting and organization mission by completing related tasks as needed.
• Build relationships with suppliers and negotiate with them for the best pricing
• Process requisitions and update management on status of orders
• Assess quality of material received and escalate any discrepancies to suppliers and management
• Any other task as assigned by Management.

Competencies

• Communication proficiency
• Attention to detail
• Ethical Conduct
• Flexibility
• Initiative
• Time Management

Supervisory Responsibilities

This position has no supervisory responsibilities

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, and copiers.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• While performing the duties of this job the employee is frequently required to type, file and lift office supplies up to 20 pounds. The employee is frequently required to stand, talk, and hear.
• Enough clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits employees to communicate effectively
• Enough vision or other powers of observation with or without reasonable accommodations which permits employees to conduct investigations
• Enough manual dexterity with or without reasonable accommodation, which permit the employee to perform routine office duties
• Enough personal mobility and physical reflexes with or without reasonable accommodations to perform office duties and travel, as required.

Position Type / Expected Hours of Work

This is a full- time position. Days and hours of work are Monday through Friday 8 am to 5 pm. This schedule is subject to change during TA and/or large Capital Projects.

Travel

None

Required Education and Experience

• Graduation from High School or GED equivalent with specialized course work in general office practices such as typing, filing, accounting, bookkeeping.
• Knowledge of computers and relevant Microsoft office software - primarily Excel, Access, Word, and Outlook
• Previous Accounts Payable experience
• Strong analytical skills
• Ability to negotiate and sustain networking relationships
• Good knowledge of vendor sourcing practices
• At least one (1) year of Purchasing/AP experience.

Preferred Education and Experience

• Extensive detailed excel spreadsheets application knowledge
• Excellent multi-tasking ability
• Computer Ease Knowledge a plus

Work Authorization

• Must be eligible to work in the United States

Other Duties

• Please note this job description in not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

This job description is intended to indicate the kinds of task and levels of work difficulty required of the position given this title and shall not be construed as declaring what the specific duties and responsibilities of any position shall be. It is not intended to limit or in any way modify the right of management to assign, direct and control the work of employees under supervision. The listing of duties and responsibilities shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.