Invoicing Audit Specialist

MISSION:

Achieving excellence through the dedication, innovation, and growth of our employee-owners, creating lasting value with our business partners.

OUR CORE VALUES:

Ownership: As employee-owners, we lead with discipline, act with conviction, and deliver more than is expected.

Transparency: We cultivate an environment of collaboration, accountability, and trust.

Safety: The principle that shapes our culture, values, and resolve.

JOB SUMMARY:

The Invoicing Audit Specialist is responsible for ensuring the accuracy and integrity of all invoicing and purchase order processes within the Purchasing Division. This role requires meticulous attention to detail and strong organizational skills to efficiently manage and process invoices. They will work closely with internal and external business partners to maintain accurate financial records and ensure timely purchase order/invoice processing.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES:

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Responsibilities of this position include, but are not limited to, the following:

Maintain a high level of accuracy in all aspects of invoicing, purchase order pricing, and receiving processes.

Validate invoices by confirming the job name, job number, and purchase order (PO) number.

Accurately input invoice data into ERP application.

Simultaneously validate pricing and materials against the corresponding PO.

Enter all pertinent information, such as pricing, freight charges, and any unique conditions, into ERP application.

Process invoices into batch files, ensuring they are balanced.

Send the balanced batch files to the Accounts Payable team for payment.

Research and address past due invoices, problematic or non-compliant invoices/statements, surtax issues, and credits.

Create and maintain transaction histories within the ERP application for reference.

Track and report on problematic invoices to ensure they are addressed promptly.

Monitor past due invoices, ensuring that no invoices are older than 31 days.

Organize and manage electronic files of packing slips by vendor and month.

Ensure that all files are up-to-date and easily accessible for auditing purposes.

OTHER DUTIES AS ASSIGNED:

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.

SUPERVISORY RESPONSIBILITIES:

None

REQUIRED EDUCATION AND EXPERIENCE:

High school diploma or equivalent

Ability to read, write, and communicate in the English language at a minimum 12th-grade level

Proficient in Microsoft Office suite of products (Outlook, Excel, OneNote, SharePoint, etc.)

Ability to work independently and prioritize tasks in a fast-paced environment

Attention to detail and accuracy in work

Commitment to upholding ethical standards and integrity in financial practices

PREFERRED EDUCATION AND EXPERIENCE:

Bilingual

Bachelor's degree

PERSONAL ATTRIBUTES | SKILLS:

Supports our Mission Statement and Core Values.

Is honest and has the highest integrity.

Sets the example for others and is above reproach.

Ability to cope with job pressures in a constantly changing environment.

Interpersonal and intrapersonal skills.

Self-motivated.

Detail-oriented.

Positive and professional demeanor.

Strong problem-solving and critical thinking skills.

Able to handle and manage confidential information.

WORK ENVIRONMENT:

General Office Environment: This position operates in a professional office environment, using standard office equipment such as computers, phones, photocopiers, filing cabinets, etc.

Environmental Conditions:
The work is performed indoors in a climate-controlled setting with minimal exposure to loud noise, temperature variations, or other environmental factors.

PHYSICAL DEMANDS:

Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA, and other federal, state, and local standards, including meeting qualitative and/or quantitative productivity standards.

Ability to maintain regular, punctual attendance consistent with the ADA, FMLA, and other federal, state, and local standards.

Sitting/Standing: Requires prolonged periods of sitting at a desk, though there may be opportunities for standing and moving around the office as needed.

Manual Dexterity: Frequent use of hands to operate computer keyboards, mouse, and other office tools, as well as to handle paperwork.

Visual Requirements: The ability to read and interpret data on computer screens and printed documents is essential.

Mobility: Occasional lifting of objects weighing up to 25 pounds, such as files, documents, or office supplies, may be requested. Must be able to access all areas of the facility and projects to determine purchasing needs.

Communication: Regular communication with colleagues, vendors, and other stakeholders requires the ability to exchange information effectively in both verbal and written form.

SCHEDULE AND REQUIRED TRAVEL:

Requires the ability to report to job sites or offices throughout Florida.

May be requested to work overtime, nights, and weekends.

EOE/APP/Drug-Free Workplace