Accounts Payable & HR Assistant

The Accounts Payable & HR Assistant is a general clerical position in our Accounting/HR Department. This position is responsible for processing accounts payable invoices through a paperless system and initiating timely payment according to vendor terms. This role reviews vendor statements and identifies issues in a timely manner to ensure no interruption in the flow of goods and services to the company.

The Accounts Payable & HR Assistant also provides administrative support on all personnel matters and payroll processing while utilizing ADP Total Source.

• Retrieve invoices from emails, vendor portal locations and mail
• Review all invoices for appropriate documentation and approval according to company policy
• Sort, code, match, and enter invoices into ERP system
• Process electronic payments and check runs
• Record sales and use tax appropriately
• Correspond with vendors and respond to inquiries
• Research and resolve invoice discrepancies and issues
• Monitor accounts and reconcile vendor statements to ensure payments meet terms and all discounts are taken
• Compile monthly reports and reconciliations
• May assist with month-end closing activities
• Provide supporting documentation for audits or projects
• Prepares payroll for processing
• Maintain documentation of detailed procedures
• Process annual 1099’s
• Prepares payroll for processing
• Performs customer service functions by answering applicant and employee questions
• Maintains records, reports, and logs pertaining to employees and applicants
• Assists with recruitment and hiring process
• Conducts new employee orientation, pre-employment screening, reference checks
• Prepares new employee files and verifies I-9 documentation
• Participates in benefits administration to include benefit enrollment for new employees, claims resolution, change reporting, and approving invoices for payment
• Assists with the processing of terminations
• May be asked to perform other duties at a lower level or higher level of proficiency or not related to this classification

• High School diploma or GED
• Minimum 2 years accounts payable or bookkeeping experience
• Minimum 1 year human resources experience
• Knowledge of accounts payable and general accounting procedures
• Proficiency with Microsoft Excel, Word, and Outlook
• Technology proficiency with computers for office software, communication tools, and digital record keeping
• Other skills required:
  • Detail oriented to ensure accuracy
  • Effective verbal and written communication skills along with excellent interpersonal skills
  • Strong organizational and planning skills
    
    Ability to work under pressure, prioritize, and complete multiple tasks within strict deadlines
  • Using logic and reasoning to offer solutions to problems
  • Exercise judgment and maintain confidentiality
  • Ability to maintain confidential and meticulous records
  • Work with integrity, dependability, and initiative

• Attendance/Punctuality - Is consistently at work and on time;
  Ensures work responsibilities are covered when absent;
  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.
• 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;
  Benefits organization through outside activities;
  Supports affirmative action and respects diversity.
• Quality - Demonstrates accuracy and thoroughness;
  Looks for ways to improve and promote quality;
  Applies feedback to improve performance;
  Monitors own work to ensure quality.
• Teamwork - Balances team and individual responsibilities;
  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;
  Able to build morale and group commitments to goals…