Accounts Payable Assistant job description

To process supplier invoices onto various systems and to achieve the appropriate authorisation to enable payment to be made.

This will include the generation and distribution of control reports and telephone liaison with company staff, departments and external suppliers. Analysing supplier invoice / payment queries and proactively resolving the query. Ensuring all invoices received are accurately recorded and tasks are completed by the necessary deadlines.

2.1. Creating New Supplier records. 
2.2. Checking and changing supplier masterfile record. 
2.3. Reconciliation of Supplier Statements. 
2.4. Analysing / resolving invoice / payment queries.
 
3. General Office Duties
 
3.1. Use of Microsoft Access enquiry / report menu.
 
3.2. Use of Microsoft Excel spreadsheets
 
3.3. Use of Microsoft Outlook e-mail system.
 
3.4. Attending departmental meetings. 
Any other duties as agreed with the Accounts Payable Manager or Senior Accounts Payable Assistant.

1. Accounts Payable -Invoicing

1.1. Open incoming post, sort in sections and redistribute.

1.2. Analyse invoices for reclaimable VAT and Construction Industry rules.

1.3. Record invoices on to the appropriate purchasing / payment system.

1.4. Match invoices to order / receipt to obtain authorisation for payment.

1.5. Liaison with all departments for the return of invoices / queries on goods receipt to obtain necessary authorisation for payment.

1.6. Liaison with the Purchasing Department for order related queries.

1.7. Manage daily workload to ensure that :
All invoices are registered within 48 hours of receipt in department.
All authorised invoices are input within 48 hours of receipt in the department
Send list to departments of invoices not returned after 2 weeks.
Clear supplier queries within 5 days.
Comparison of purchasing system to the finance system to help resolve invoice queries relating to order / receipt.
Filing of all paperwork on a daily basis.

2.1. Creating New Supplier records.
 
2.2. Checking and changing supplier masterfile record.
 
2.3. Reconciliation of Supplier Statements.
 
2.4. Analysing / resolving invoice / payment queries.
 
3. General Office Duties
 
3.1. Use of Microsoft Access enquiry / report menu.
 
3.2. Use of Microsoft Excel spreadsheets
 
3.3. Use of Microsoft Outlook e-mail system.
 
3.4. Attending departmental meetings.
 
 Any other duties as agreed with the Accounts Payable Manager or Senior Accounts Payable Assistant.

Accounts Payable Assistant Job Description