Accounts Payable & HR Assistant

SUMMARY:

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.

DUTIES AND RESPONSIBILITIES:

* 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

* Create debit memos for returns to vendor

* Record sales and use tax appropriately

* Maintain vendor files

* 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

* Prepare payroll for processing

* Maintain documentation of detailed procedures

* Process annual 1099's

* Perform customer service functions by answering applicant and employee questions

* Maintain records, reports, and logs pertaining to employees and applicants

* Assist with recruitment and hiring process

* Conduct new employee orientation, pre-employment screening, reference checks

* Prepare new employee files and verifies I-9 documentation

* Participate in benefits administration to include benefit enrollment for new employees, claims resolution, change reporting, and approving invoices for payment

* Assist 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

QUALIFICATIONS:

* 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

* Excellent data entry skills

* 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

* Use 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

COMPETENCIES:

* 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 and objectives;
Supports everyone's efforts to succeed.

* Written Communication - Writes clearly and informatively;
Edits work for spelling and grammar;
Varies writing style to meet needs;
Presents numerical data effectively;
Able to read and interpret written information.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

* Occasionally required to stand.

* Occasionally required to walk.

* Continually required to sit.

* Continually required to utilize hand and finger dexterity.

* Occasionally required to climb, balance, bend, stoop, kneel or crawl.

* Frequently required to talk or hear.

* While performing the duties of this job, the noise level in the work environment is usually quiet.

* The…