McCoy-Rockford is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.

GENERAL DESCRIPTION:

• Ensure accuracy of payment accounting transactions and maintain sufficient audit support for auditors
• Execute payments to our vendors (suppliers/manufacturers/installers) and assess tax related processes
• Undertake reconciliation of supplier statements
• Maintain professional relationships with vendors and resolve invoice discrepancies
• Work with other areas within the company to conduct research and correct any coding errors
• Support Concur expense report system
• Perform expense financial statement analysis
• Support the company move to a new ERP system in 18-24 months

DUTIES AND RESPONSIBILITIES:

Invoice Data Entry: 20-35%

• Partial Payments/Deposits to Vendors: Enter invoice in the payable module for orders, ensure the check/ach is sent to the supplier in timely manner, and verify that vendor balance outstanding is accurate before submitting any final invoice payments
• Installation Vendors: Manually enter any installation contactor labor invoices into the payment module and “cost verify”
• Supplier/Manufacturer Vendors: Scan to Avanto any supplier invoices received in the mail or manually enter in the payable module, if expedited payment is required
• Work with vendors to ensure we have their Ach information and that they are submitting their invoices to Avanto
• Complete weekly cash requirements schedule for weekly check/ACH runs
• Operating Expense Vendors: Serve as a backup for the accounts payable analyst when needed by checking the email box and entering invoices in payable module

Invoice Research: 40%

• Maintain and check daily the internal “vendor issues” e-mailbox and resolve any issues
• Determine why a vendor invoice: lacks a purchase order, does not match the amount/quantity order by sales department, or has a sales tax discrepancy. Work closely with other departments and consistently track status
• Reverse research issues to determine why we have not received a supplier/manufacture invoice and then contact supplier/manufacturer to further investigate
• Research why vendor invoices are on the “invoice hold report”, if over 10 days
• Handle vendor calls and emails related to missing payments or discrepancies in payment amount
• Work with Avanto to resolve their invoicing processing issues and meet as needed

Concur Processing: 15%

• Maintain and check daily the internal Concur e-mailbox for employee questions
• Maintain Concur system including, but not limited to, set-up new employees, train new employees on how to complete expense reports, activate/de-active expense accounts
• Review expense coding for accuracy, run/create analytical reports, process expense reports weekly, and prepare transaction for journal entry upload
• Ensure expenses are properly approved in accordance with spending policy
• Investigate any items that were coded to wrong account or department and resolve the issue with the employee
• Identify areas for process improvement

Sales Tax and Escheatment: 5%

• Review employee expense report transactions and compute sales taxes on those items subject to taxation then create a manual journal entry
• Review vendor invoice details to compute sales taxes on those items subject to taxation then a create manual journal entry
• Create 1099’s and submit
• Handle research on outstanding checks and determine if they should be submitted to the state
• Maintain proper audit support for sales tax auditor

Other: 20%

• Maintain and check daily the “accounts payable” e-mailbox and resolve any issues
• Assist with monthly expense variance explanations and research
• Assist Controller with documentation of process and procedures
• Identify opportunities to reduce manual processes
• Partner with other employees to help develop additional skills as needed
• Maintain Amazon Business account and set up new employee Amazon Business account, as needed
• Assist in annual financial and sales tax audits
• Mailing checks, clerical, - 20mins/60 mins per week, if needed
• Special Projects for management

Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. This job description does not constitute a written or implied contract of employment.

KEY SELECTION AND SUCCESS FACTORS

WORK EXPERIENCE:

• Minimum of 8 years’ experience in Accounts Payable
• Office furniture experience preferred

EDUCATION/QUALIFICATIONS:

• Associate Degree in Accounting required; Bachelor’s Degree in Accounting preferred
• Formal training on Accounts Payable best practices and fraud prevention training is a plus
• Must have strong written/verbal skills and critical thinking skills to be able to explain complex issues.
• Must enjoy doing process improvements and investigative research.
• Adapt at doing process workflows and written documentation.
• Provide guidance to accounting analyst.

OTHER/PREFERRED:

• Knowledge of MS Office required: Strong Excel, Powerpoint, and Word
• Knowledge of Concur strongly preferred
• Excellent customer service skills
• Time management and organization skills
• Ability to work with a diverse group of people
• Ability to maintain a high level of accuracy and confidentiality