Invoicing Specialist

Job Title: Invoicing Specialist

Department: Administrative / Accounting

Reports To: Accounting Manager

Summary

Completes payments and controls expenses by receiving, processing, verifying, and reconciling invoices. Charges expenses to accounts and cost centers by analyzing invoice/expense reports; recording entries.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

·        General ledger journal entries and credit card and bank account reconciliation.

·        Problem solving skills a must.

·        Data Entry.

·        Excel knowledge.

·        Multi-tasking.

·        Time management.

·        Handling payments in an organized and timely manner.

·        Internal credit card reconciliation.

·        Ensuring imaging of invoice supporting documents is timely and accurately performed.

·        Assisting with audit support as necessary.

·        Assisting in streamlining the accounts payable process.

·        Working with all Topre Departments to resolve account issues when necessary with receivables.

·        Expense report handling.

·        Cash reconciliation

·        Customer Service skills.

Competencies                             

To perform the job successfully, an individual should demonstrate the following competencies:

·         Reads and interprets invoicing data and other necessary files from various departments.

·         Communicates with various departments in order to resolve any issues or unknown data in relation invoices.

·         Maintain integrity of Vendor relations for Account Payables.

·         Ensure proper documentation from other departments needed to reconcile invoices for approval to pay per Department standards.

·         Adhere to deadlines in time to coincide with timing required.

·         Resolve issues in a timely manner.

·         Self-driven and able to solve issues independently with little to no supervision.

·         Assist in training as needed.

·         Performs other reasonable duties as requested by Supervisor and / or Management

·         Technical Skills - Strives to continuously build knowledge and skills; Shares expertise with others.

·         Interpersonal Skills - Listens to others without interrupting; keeps emotions under control; communicates with various departments.

• ·         Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Participates in meetings.
• ·         Written Communication - Writes clearly and informatively; Presents numerical data effectively; Able to read and interpret written information.
• ·         Teamwork - Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Supports everyone's efforts to succeed.
• ·         Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
• ·         Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time;  Supports organization's goals and values.
• ·         Judgement - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
• ·         Planning/Organizing - Uses time efficiently.
• ·         Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• ·         Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
• ·         Attendance/Punctuality - Is consistently at work and on time; Arrives at meetings and appointments on time.
• ·         Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals. Completes tasks on time or notifies appropriate person with an alternate plan.
• ·         Initiative - Looks for and takes advantage of opportunities; Asks for and offers help when needed.
• ·         Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.

Qualifications

    To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience                               

    High school diploma or general education degree (GED).

Mathematical Skills                         

Ability to calculate figures and amounts such as percentages

   Reasoning Ability                             

Have the ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills    

Ability to input data into AccountMate; Daily function.

Other Skills and Abilities       

Logical thinking and processing of information.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Some exposure to plant environment may be required in order to further understand the process of a part being made and visualize certain processes.