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ReqDetail |
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Job Title |
Invoice Processor
| Contact Phone # |
954-985-6650 | Date Posted |
03/10/2010 | Number Of Positions Available |
1 | Location |
Plainfield, IN | Length |
| Job Description |
Job Description:
• Review contracts & purchase orders – need to be able to read and understand a variety of contracts & purchase orders
• Must pay very close attention to detail and be consistent with the handling of invoices – invoices are logged in an Access database, must be extremely accurate in entering the invoice, then Mail Merge is done to produce the documents used in processing the invoice, must be proficient with Word, Excel, Windows Explorer, Adobe, and Access
• Verify that invoices received are in compliance with the contract/PO – compare invoice received to the contract/PO to make sure it is in compliance with the terms in the contract/PO, verify that there is enough money on the contract to pay the invoice, verify if the item has been received in Passport if needed on a PO, verify what happens to the invoice if certain type of PO in Passport
• Log issues & communicate with Staff & Vendors as needed – if there is a question or an issue w/ an invoice must 1st “log” the issue on our invoice log, then communicate the question/issue to appropriate personnel; need to be able to communicate effectively and tactfully with both internal & external customers; must keep notes in the log concise and up to date according to our standards
• Determine “what” is sent to A/P with an invoice – some invoices have huge amounts of material sent with the invoice, must be able to look at the documents and determine what is necessary for support of the invoice and what is peripheral information
• Once invoice is reviewed it is ready to send to A/P – scan the invoice, name the image, e-mail the image to selected people for input to Passport, create folder on shared drive to store the invoice images by batches, save confirmation e-mails received in same folder as the batch
• Log invoice sent – once an image is sent we indicate on the log the date the image was sent; if you scan an image and send, it MUST be logged the same day; remove ISSUES flag, leave notes, and insert date
• Respond to Manager and/or Supervisor as to status of invoices you are responsible for processing; weekly meetings on status of open invoices
• Must be experienced in Excel to produce reports of invoice status from the Access Invoice Log
• Must be able to work independently for extended periods of time – once initial training is done we expect that your won’t need to have individual proper steps of processing an invoice explained again
• Need to be able to work within Access database to log support information & run reports to determine if there are variances or discrepancies in the support provided by the vendor – some of the large contracts the vendor submits numerous time sheets, expense reports & copies of material receipts, these are logged in a database and reports run
• Need to be able to work with Adobe – the Invoice Processor will divide up the sections of the monthly IGCC Progress report and create an Adobe file of them and submit to Sr Investment Specialist who compiles the individual sections into the master report | |
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