ASCI, LLC.

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Invoice Exception Specialist

at ASCI, LLC.

Posted: 4/1/2019
Job Reference #: 190
Categories: Other/General
Keywords:

Job Description

Tracking Code
2019-13
Job Description

This position is primarily responsible for supporting invoice exception resolution within PSCM. The focus of this position is to provide professional, efficient, and proactive support to internal and external customers to resolve invoice discrepancies and drive on-time payments.

Activities include but are not limited to: Resolves or advises on the resolution of invoice exceptions assigned to PSCM; Assists PSCM with invoice remediation; Handles escalated supplier support and invoice issues; Produces and uses reporting to highlight issues and prioritize activities; Identifies process and procedural gaps and makes recommendations for improvements. The utmost professionalism and proactive customer service attitude is mandatory at all times.

Required Skills

Essential Duties & Responsibilities:

  • Work in a safe manner and correct unsafe acts and conditions.
  • Monitor incoming invoice workflow and exceptions to ensure on-time processing and payment targets are met.
    • Prepare/distribute reporting on a weekly basis that captures the overall invoice health of the process, to include the following as needed:
      • Targeted reporting for problem areas
      • Aging reporting for user groups, prioritizing action items.
      • Following established escalation guidelines for unactioned items
    • Produce metrics on exception volumes and turnaround times
    • Identify bottlenecks and stagnating workflow
  • Interface with Finance and Operations to resolve workflow issues
  • Understand vendor invoicing requirements, the client’s P2P process and contracting strategies. Counsel vendors on invoice corrections needed for a successful invoice cycle
  • Support PSCM on training suppliers on invoice requirements and best practices. Serve as the point of contact to coordinate resolution of supplier invoice issues that are impacting the delivery of materials/services, the supplier’s financial health, or the client’s reputation.
  • Translate invoice exception workflow into specific actions for practitioners. Ensures items are actioned on a timely basis. Raises technical or process issues to the appropriate channel
  • Use reporting and metrics to identify areas for improvement; participates in and champions system and process improvements
  • Create support and training materials for practitioners and suppliers as needed, including desktop procedures

Non-Essential Duties:

  • Any other duties as assigned

Core Competencies: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The competencies listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Attendance/Punctuality - Ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.
  • Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer and/or supplier needs assessment, meeting quality standards for services, and evaluation of customer satisfaction. Understands that co-workers are internal customers and delivers excellent service. Be highly responsive, proactive and service-oriented to peers, vendors and customers.
  • Dependability - Follows instructions, responds to management direction, takes responsibility for own actions, keeps commitments, commits to long hours of work when necessary to reach goals, completes tasks on time or notifies appropriate person with an alternate plan.
  • Ethics - Treats people with respect; keeps commitments, inspires the trust of others, works with integrity and ethically, upholds organizational values. Maintain the highest ethical standards throughout the company; know that we are built on trust, loyalty and professionalism.
  • File/Information Management - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
  • Innovation - Displays original thinking and creativity, meets challenges with resourcefulness, generates suggestions for improving work, develops innovative approaches and ideas, presents ideas and information in a manner that gets others' attention. Innovate and deliver new solutions using technology tools, performance management skills and other best practices. Add value!
  • Oral and Written Communication – The individual speaks clearly and persuasively in positive and negative situations, listens and gets clarification, responds well to questions, and participates in meetings. Writes clearly and informatively, varies writing style to meet needs, presents numerical data effectively and is able to read and interpret written information. Gives full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  • Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities; supports affirmative action policies and respects diversity.
  • Problem Solving – The individual identifies and resolves problems in a timely manner and gathers, analyzes and interprets both financial and general business information skillfully. The individual understands the implications of new information for both current and future problem-solving and decision-making. Uses logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
  • Professionalism - 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. Advance the success of ASCI, always realizing that a successful employer is a stable employer. Put our best foot forward.
  • Quality Management – The individual looks for ways to improve and promote quality, applies feedback to improve performance, monitors own work to ensure quality and demonstrates accuracy and thoroug
  • Safety and Security – The individual actively promotes and personally observes safety and security procedures, determines appropriate action beyond guidelines, reports potentially unsafe conditions or behaviors and uses equipment and materials properly. The individual models safe behaviors to others; leads by example. Works to instill a zero incident and zero accident culture based on the principle that our work is never so urgent or important that we cannot take time to be safe, environmentally responsible, and to watch over one another.
  • Supply Chain Management – Demonstrates a comprehensive understanding of Supply Chain Management from raw materials through item production, distribution, logistics and storage and handling.
  • Teamwork - Focuses on solving conflict, maintains confidentiality, keeps emotions under control, tries new things, balances team and individual responsibilities, exhibits objectivity and openness to others' views, gives and welcomes feedback, contributes to building a positive team spirit, and puts success of team above own interests. Build strong teams by respecting and caring about fellow employees and stakeholders. See the best in others.
  • Customer and Personal Service- Knowledge of principles and processes for providing customer and personal services. This includes customer and/or supplier needs assessment, meeting quality standards for services, and evaluation of customer satisfaction. Understands that co-workers are internal customers and delivers excellent service
  • Oral and Written Communication – The individual speaks clearly and persuasively in positive and negative situations, listens and gets clarification, responds well to questions, and participates in meetings. Writes clearly and informatively, varies writing style to meet needs, presents numerical data effectively and is able to read and interpret written information. Gives full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  • The individual is able to create clear procedures and workflow/process diagrams
  • Problem Solving – The individual identifies and resolves problems in a timely manner and gathers, analyzes and interprets both financial and general business information skillfully. The individual understands the implications of new information for both current and future problem-solving and decision-making. Uses logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems
  • Software & Reporting - The individual is highly proficient in Excel, to include using pivot tables, creating graphs, formulas and proficient in PowerPoint and Word
Required Experience

Minimum Qualifications: These are the minimum qualifications to be considered for this position.

  • A minimum of three (3) years of progressively responsible experience working in a medium to large office environment in an administrative capacity.
    • Experience in SAP or similar accounting system is preferred.
  • Associates degree in Accounting, Finance or Business required. Bachelor’s Degree preferred.
    • Experience may be substituted for the degree requirement on a 1:1 basis. If experience is substituted, a High School Diploma, or equivalent, is required.
Job Location
Anchorage, Alaska, United States
Position Type
Full-Time/Regular