Senior Accounts Payable Associate

The Senior Accounts Payable Associate is responsible for the collection, distribution, approval verification, and vouchering of all invoices, purchase orders and Company Purchase Card statements in accordance with Company Policy and established SOX controls. The Senior Accounts Payable Associate works in conjunction with the Accounts Payable Manager to advance the efforts of the AP department through program management, training, and developing new efficiencies.

• Prepares all Accounts Payable (AP) documents for timely payment while working directly with VP's, Directors and Managers on a regular basis to ensure our vendor liabilities are met and SOX control procedures are followed. Resolves all the issues that frequently come up on the invoices, through direct contact with managers, other employees, and contacting vendors directly.
• Manages multiple AP email inboxes concurrently and continuously looks for new efficiencies in the AP process flow. Recommends best practices to Accounts Payable Manager and other relevant parties.
• Leads Company Purchase Card Program by training employee cardholders and assisting them in use of the program, in conjunction with the Accounts Payable Manager
• Supports Accounts Payable Manager including but not limited to: Employee Purchase Card and Paymode-X program, check runs/wires and recurring payments, preparing internal/external audit requests, report generation, use tax accrual, monthly close and accrual processes, open accounts payable reporting, files requirements for 1099 at the end of every year.
• Prepares company-wide communications related to Company Purchase Card Program and other AP procedures.
• Reconciles electronic accounts across multiple locations in company
• Works closely with Accounting staff and IT on complex situations, including batch problems and software testing
• Participate in audit meetings, demonstrate job processes and answer questions
• Develops new processes to collect and distribute invoices for the companies of Connecticut Water Service, Inc., including a highly detailed category system in Outlook, a complex system of electronic folders that is recreated for each week's check-run, and Excel tracking sheets.
• Trains co-workers in the AP processes and coordinates division of invoice distribution and vouchering with other AP Associate. May serve as a Lead as requested or required.
• Update procedural documents as requested or required
• Communicates directly with approximately 100 different approvers in all departments of the company to obtain approval, coding, and packing slips when needed for invoices. Also tracks which ones do not respond and follows up with them on a timely basis.
• Reviews invoices for correct authorizations, account codes, packing slips, application of Sales and Use Tax, the proper company/bank account they need to be paid from, whether they require a PO or can be paid directly, if any address updates or name changes need to be made to Supplier Master.
• Vouchers up to 1,000 invoices per month, including direct pay (no Purchase Order), customer refunds, and 2-way and 3-way match.
• Ensures timely processing of invoices to maximize payment term discounts.
• Troubleshoots account issues, working directly with the Accounting Manager and/or Senior Accountant.
• Researches and resolves system issues, working directly with Information Technology Support (ITS), the Engineering Manager and Procurement staff (Strategic Sourcing Specialist and Sr. Purchasing Agent), other managers, external IT consultants and banking representatives.
• Tracks utility invoices and others to ensure they are received and paid when due.
• Reviews vendor statements and tracks down missing invoices in a timely fashion.
• Prepares weekly check-runs, and other check-runs as needed, including wire payments and manual ACH payments. Works with Executive Assistant, CFO and other Officers of the company to ensure checks are stamped or signed according to internal audit controls.
• Monitors and reports all invoices that need to be accrued at each month-end.
• Prepares audit samples for internal and external auditors.
• Researches supplier ledger and payment history to respond to periodic information requests from managers.
• Leads or participates in special projects as assigned
• Additional responsibilities as assigned

QQualifications:

• Bachelor's Degree typically required; may supplement with work experience.
• Familiar with Sales and Use Tax Regulations
• JD Edwards Experience preferred
• Three or more years' experience in Accounts Payable
• Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.
• Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; completes tasks on time or notifies appropriate person with an alternate plan.
• Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.
• Maintains high level of confidentiality in respect to company, employee and shareholder information
• Highly proficient in Microsoft Office.
• Excellent data entry skills.
• Excellent communication and interpersonal skills; experience working with leaders and external professionals, and training others
• Knowledge of computerized payroll and accounts payable software.
• Knowledge of federal and state tax regulations.
• Ability to work independently and exercise judgment.