Invoice Support Specialist Jobs

The Invoice Support Specialist will serve as a point of contact for vendors and internal employees related to the processing of Facilities Services invoices; verifying general ledger accounts, run financial reports as needed and provide summaries to Director of Facilities. Provide input and create efficiencies in processing of Valley payments. Utilize Concur for invoice upload and workflow processing and data tracking.

Responsibilities include but are not limited to:

• Participate on Valley's Sustainability team for data sharing.
• Work with our 3rd party utility providers and their billing-try to get them back on the primary account, hence removing dual billing.
• Communicates and distributes vendor contract documents, proposals, project information, etc. Tracks, maintains and organizes all information in a timely manner.
• Serve as a point of contact for vendors and internal employees related to technology invoices. Responsible for receiving, posting, processing and progressing invoice payments, specifically supporting Technology Controller function and COO organization. Verifies accuracy of routing and charges with technology leadership to ensure timely processing.
• Supports various reporting projects by assisting in running queries and reports. Compiles & reconciles month-end accounts receivable journals & reports.
• Creates financial spend reports as needed for Director Administrative Services and various leaders across the technology organization, reviews and corrects general ledger accounts, produces outputs as needed.
• Prepare updates for billing and accounts as needed (includes changing billing addresses, master lists, account details).
• Assist with Valley/Facilities events ex. Food truck coordination, employee appreciation events, as required.
• Process invoices from vendors, ensure appropriate expense code allocations, route and escalate approvals, as required, to ensure timely payment to prevent service interruptions; liaise with Accounts Payable to ensure payment release.
• Documents and maintains technology invoice payment process documentation; creates efficiencies in processing and payment of technology invoices; provides input to the design, development, and implementation of operational activities relating to invoice process streamlining using industry standard tooling (Apptio).
• Ensure efficiency, timeliness and accuracy of invoice processing functions. Takes corrective action to resolve bottlenecks and problems. Interface with vendors and employees across various departments to clarify questions or issues. Works with vendors to provide and track corrections or clarifications.
• Collects, maintains and organizes records related to outside vendors on company property.
• Utilities: Actively assist the team on the transition of the Valley Utilities payment(s) process to a third-party vendor. Take over data tracking until full transition to new system. Utilize current utilities account list to develop monthly invoice accounting list. Assist with contacting utilities vendors for missing account data or bill-to address data. Research and pay urgent disconnect notices. Work with accounting to put remainder of utility accounts on ACH, using GL account numbers according to the new IBS system. Update the master list of utility companies, account numbers, meter numbers and the way the bills are paid.
• Reviews and ensures accuracy & maintenance of invoice approval levels across Technology leadership, reviews system routing processes and works with Accounts Payable to adjust within system accordingly.
• Assist with taxability questions, clarifications and ensures facilitation of any questions related to technology invoice processing.

Required Skills:

• Ability to handle multiple priorities simultaneously
• Knowledge of Concur system or SAP.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Familiar with accounting terminology and accounting treatment.
• Strong oral written, and communications skills.

Required Experience:

• High School Diploma or GED and a minimum of 5 years of relevant experience.
• Bachelor's degree preferred.