Accounts Payable Representative

Lancesoft; City of White Plains (NY); Hybrid; USD 41,000 - 48,000; Full time

Job summary

Lancesoft is seeking an Accounts Payable Representative in White Plains, NY, for a 12-month engagement with a hybrid work arrangement (minimum 3 days on-site). Pay rate ranges from $30 to $35 per hour on W2.

The role involves processing vendor invoices, ensuring accuracy and policy compliance, and supporting A/P staff and auditors. Strong data entry and communication skills are required.

Qualifications

• Bachelor's degree required; 1 year experience with a computerized AP system preferred.
• Experience in data entry and invoice processing within a large corporate environment.
• Ability to influence management and end users; effective communication skills.

Responsibilities

• Process data entry of submitted vendor invoices and ensure timely posting per policy.
• Verify header data, vendor accounts, freight policy, totals, and missing header information; issue rejections as needed.
• Transfer over 130 invoices daily and post invoices in Process Director.
• Confirm fuel trades data entry; follow up on outstanding inquiries and resolve discrepancies.

Skills

Data Entry

Invoice Software

Large Corporate Environment

Influence Management

Problem Solving

Communication Skills

Excel & Word

Daily Data Entry

Relationship Building

Financial System Knowledge

Procurement Cycle Knowledge

Education

Bachelor's Degree in a relative discipline

1 year AP system experience

Tools

Data Entry Software

Invoice Application Software

Job description

Job Title: Accounts Payable Representative
Location: White Plains NY, 10601
Duration: 12 month(s)
Payrate - $30/hr. - $35/hr.
On W2
Shift: (hybrid) minimum of 3 days on-site, fully on-site depending on department requirements.

Project Overview

The Accounts Payable Representative purpose is to deal with all aspects of vendor invoicing, including coordinating and working with internal departments, processing intake invoices from vendors, perform invoice verification, and ensure invoice charges are accurate. Ensure vendor invoices are in compliance with Prompt payment Policy and COMPANY Expenditure Authorization Policies and Procedures. The Accounts Payable Representative assists the A/P staff, auditors, and vendors with A/P issues by researching and providing information for resolution.

Job Functions & Responsibilities

• Responsible for processing the data entry of the submitted invoices from vendors and performing invoice verification to ensure that invoice charges are accurately and timely posted for payment in compliance with Prompt Payment Policy.
• Perform invoice verification procedures prior to invoice posting as follows: Verify and confirm various Invoice Header Data elements indicated on system are in agreement with individual vendor invoices. Verify the vendor account and enforce COMPANY’s Freight Policy. Verify Invoice Header Amount and Total Invoice Line items are in balance. Verify missing Header information and send vendor notices of submission rejections. Review notes made by Invoice Approvers and modify invoice amount if appropriate.
• Perform over 130 invoice transfers from Data Entry application platform daily and Post Invoice Daily in Process Director Submitting the intake of mailed invoices into the data entry system.
• Verifying data entry and performing Confirmation of Fuel Trades, Follow up with responsible parties internal/external in obtaining outstanding invoice inquiries and resolve identified invoice discrepancies.

Skills

• Working knowledge of Data Entry and Invoice Application Software
• Basic invoice processing skills in large corporate environment.
• Capable to influence both Management and end users in accepting system / procedure improvements.
• React appropriately to the needs of demanding environment and resolve problems and provide our customers the best service.
• Basic oral and written communication skills to interact effectively with all levels of organization internally and external customers.
• Proficiency in use of PC and Microsoft applications including Excel and Word.
• Capable to devise “work-around”for unexpected system problems in an emergency and follow up with long term solutions.
• Ability to enforce timely invoice approval by completing Data Entry Intake to transfer invoices on daily basis.
• Capable of maintaining good relationships with internal/external parties.
• Great Working knowledge and experience in fully computerized Financial System.
• Understanding of the complete procurement cycle and purchase orders process.

Education & Certifications

Bachelor’s Degree in a relative discipline is required. Minimum of 1 year of experience with a fully computerized Accounts Payable System/ back office is preferred. Ability to work cross-functionally within a team environment.