Job Description

The position is responsible for coordinating and performing all invoicing and related accounting functions within the Finance department’s management of the invoicing process.  The individual must abide by current policies or seek management approval.

1. Invoice all orders shipped daily by utilizing shipment reports from the various warehouses received via e-mail (EDI transmissions) and price review in OPGO and by utilizing data in A0GO.
2. Calculate freight and fuel charge to be invoiced.
3. Verify contract number and prices are assigned to each product listed on the order.  Communicate issues to Customer Service and verify corrections are made in a timely manner.
4. Review reports daily for orders shipped, not invoiced and communicate with Customer Service to insure issues are resolved and orders are invoiced on a timely basis.
5. Process miscellaneous invoices received from various areas each month for items not entered via an order.
6. Process cancel/reissue and credit invoices for returns and damages.  Review all requests for appropriate back-up and approvals.
7. Insure all invoices are processed at month-end for proper accounting controls.
8. Match printed invoices with bill of lading shipping documents for scanning into Document Direct.
9. Enter approved credit and debit requests into the IBM system related to deductions as well as requested Customer Service adjustments from returns and damages.
10. Perform daily scanning of required documents through the Document Direct system ensuring that all documents are verified through the scanner.  This includes performing any necessary prep work required to the documents before scanning, loading the pages, scanning them and checking quality throughout the process.
11. Other projects as requested by management to support the invoicing function.

Qualifications

EDUCATION:  Minimum:  High School Diploma with equivalent experience.  Preferred:  College Degree in Business or Accounting related fields

RELATED EXPERIENCE:  2 - 3 years accounts receivable, billing or other accounting experience required

EQUIPMENT/SOFTWARE SKILLS:  MS Office (especially Word and Excel), IBM/AS400 skilled, aptitude to learn and use new systems and applications as needed.

COMPETENCIES: 

1. PROBLEM SOLVING - Identify and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions and directs their implementation.
2. COMMUNICATIONS - Able to communicate clearly, tactfully and succinctly in a variety of communication mediums, settings, and styles; listens and gets clarification; Responds well to questions; Edits work for spelling grammar; presents numerical data effectively.
3. JUDGMENT - Displays willingness to make good and accurate decisions in a timely manner.  Exhibits sound and accurate judgment; Makes timely decisions; Understands and follows company policies.
4. TEAMWORK - Supports co-workers and understands the importance of working effectively within a group.  Functions as a team member, able to participate and abide by current policies and procedures
5. ORGANIZATION - Good organizational skills with strong discipline and work ethic to consistently meet deadlines with a high degree of accuracy.

Additional Information

PHYSICAL:  This position has limited physical activity requirements – primarily sitting, and walking to the copy room and throughout the building to interact with other departments.  Lifting would only require filing documents and possibly boxing items to send to storage.

SENSORY:  This position requires the use primarily of visual, hearing and speaking senses.  Visual activities include the ability to read computer generated reports and customer documentation, and to utilize a computer system.  Hearing and speaking is required to work with other department colleagues as well as with parent company colleagues to research issues and learn job functions. 

MENTAL/REASONING:  Excellent oral and written communication skills.  Good organizational skills with strong discipline and work ethic. Dependable.  Ability to multi task and work under pressure while managing obstacles such as time constraints and prioritize work load appropriately.  Must work well with others under little supervision.