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Accounts Payable Coordinator in Westlake Village, CA at Securitas Security Services USA

Date Posted: 11/27/2018

Job Snapshot

Job Description

Job Code: 84372611599

Category: Administrative

The Accounts Payable Coordinator provides direct support for US and/or Canada regions and Operations Centers, auditing and processing the day-to-day vendor invoices/expense reports for payments.  The position reports to the Accounts Payable Supervisor and performs a variety of routine and some non-routine clerical/accounting functions in accordance with standard procedures in one or more of the following areas: general accounting, accounts payable, or related financial area. To meet the daily AP deadlines, it is essential that the incumbent be self-motivated, task-oriented and exhibit attention to detail.

ESSENTIAL FUNCTIONS

  • The functions listed describe the business purpose of this job or position.  Specific duties or tasks may vary and be documented separately.  An associate might or might not be required to perform all functions listed. Additional duties may be assigned, and functions may be modified, according to business necessity.
  • All assigned duties or tasks are deemed to be part of the essential functions, unless such duties or tasks are unrelated to the functions listed, in which case they are deemed to be other (non-essential) functions.
  • Associates are held accountable for successful job performance.  Job performance standards may be documented separately, and may include functions, objectives, duties or tasks not specifically listed herein.
  • In performing functions, duties or tasks, associates are required to know and follow safe work practices, and to be aware of company policies and procedures related to job safety, including safety rules and regulations.  Associates are required to notify superiors upon becoming aware of unsafe working conditions.
  • All functions, duties or tasks are to be carried out in an honest, ethical and professional manner, and to be performed in conformance with applicable company policies and procedures.  In the event of uncertainty or lack of knowledge of company policies and procedures, associates are required to request clarification or explanations from superiors or authorized company representatives.

  • Auditing the supporting documentation for appointed Region/Regions or Operations Centers:
    • Recording of special handling, problems and completed work
    • Accurate data entry for benchmarking reports
    • Obtaining  approval signatures on supporting documentation
    • Process address updates, new vendor setup requests
    • Communicate with Region/Regions or Operations Centers to resolve issues
    • Past due balance research
    • Audit Petty Cash funds
    • Maintain Promissory notes, changes and closing of funds
  • Customer service for appointed Region/Regions or Operations Centers:
    • Responding to inquiries
    • Training/invoice processing of new AP users
  • Filing all invoices for appointed Region/Regions or Operations Centers and any additional filing from management
  • Answering phones, routing calls, assisting callers
  • Retrieving copies of canceled checks from the Citibank check image viewer
  • Department Rotated Job Responsibilities:
    • Guard License Contracts and sorting/distribution of checks
    • Accurate data entry and verification of checks and check stock used.
    • Mail sorting and distribution
    • Scanning and auditing new vendor documentation for AP records
  • Assists, as needed, with Audit requests
  • Assists with the maintenance of file rooms and vendor files including: file room audits, yearly preparation of vendor files and shipment to storage, labeling file folders, and organizing filing cabinets.

Additional responsibilities may include:

  • Voiding checks, monitoring returned and pulled check spreadsheets, vendor maintenance, W-9 maintenance, assisting with escheatment, ordering office supplies, Positive Pay processes, SAFES uploads, running various query reports, aging reconciliation, data entry, off-site storage maintenance, and assisting with various projects assigned by management.

Job Requirements

MINIMUM QUALIFICATIONS AT ENTRY

Additional qualifications may be specified and receive preference, depending upon the nature of the position.

Education/Experience:

  • Associates Degree preferred but not required; High School Diploma or equivalent required.
  • 3+ years’ experience of accounts payable processing experience.
  • Experience in an electronic accounts payable processing environment.
  • Experience working in a mid-sized or large company preferred.
  • Experience in a multi-location company preferred but not required.

Competencies (as demonstrated through experience, training, and/or testing):

  • Strong communication skills both verbal and written.
  • Accuracy and attention to detail
  • The ability to multi-task and willingness to learn new skills.
  • Team-oriented person
  • The ability to deal effectively with tight weekly deadlines and month end closing process.
  • Proficiency with MS Office (Outlook, Word, Excel, PowerPoint).
  • Proficiency with excel spreadsheets to develop account reconciliations.

Working Conditions and Physical/Mental Demands

With or without reasonable accommodation, a candidate must have the physical and mental capacity to effectively perform all essential functions described.  In addition to other demands, the demands of the job include:

  • Must undergo and meet company standards for background and reference checks, controlled substance testing, and behavioral selection survey.
  • Regular talking and hearing.
  • Working at a computer terminal 90% of the day.
  • Ability to sit for long periods of time while working on a personal computer.
  • Close vision, distance vision, and ability to adjust focus.
  • Occasional lifting and/or moving up to 10-40 pounds.

EOE/M/F/Disabled/Vets