Accounts Payable Assistant

2 weeks ago

Luton, United Kingdom The Housing Network Full time

At The Housing Network we believe that when vulnerable people have a good home and a helping hand, they become more independent and less reliant on local authorities and that is exactly what we aim to achieve.

We partner with local authorities and other organisations and provide good quality, safe places for people to live. We understand that each situation and resident is different, so we work hard to provide the right homes quickly that ensure each individual is looked after well. Whether the need is temporary, supported shared, or more specialist accommodation, all of our properties meet the same quality standards, are well looked after and have a 24/7 maintenance service that fixes problems day or night.

Our employees are a reflection of the social value that is at the core of what we do and every role plays a critical part in delivering a first class service.

**Job Overview**

The AP Assistant performs accounting and clerical tasks related to accounts payable, including receipt and logging of invoices, maintenance of the accounts payable ledger and generating financial statements and reports.

The role would suit someone at a relative early stage in their finance career who is keen to learn and develop a future career within The Housing Network. There will be a focus on training and growth, with the scope to take on other responsibilities.

**Responsibilities & Duties**
- Vendor Masterdata_
- Set up the Vendor Masterdata in line with key controls such as bank account validation and review and sign off from the Payroll and AP Supervisor
- Invoice processing_
- Monitor and control AP inbox, ensuring that invoices are sorted into unprocessed, work in progress and completed folders
- Process invoices within agreed timeframes, ensuring that valid Tax invoices are received and addressed to correct legal entity
- Create invoice records using appropriate line item descriptions which indicate service provided and the service period e.g. subscription period
- Ensure correct VAT Tax codes are used in the SAGE record and query with supplier if appears invoice applied VAT incorrectly
- Attach the invoice into SAGE
- Payment runs and manual payments_
- Maintain central listing of Direct Debits and Standing Orders with supporting documentation
- Ensure invoices are paid in time to qualify for any early settlement discounts and ensure the discount is recorded correctly in SAGE
- Provide proposed Payment Run details to Payroll and AP Supervisor leaving time for review and payment processing in line with supplier terms
- Set up approved Payment Run payments into Barclays, checking with Technical Finance Manager that cash balance is available (may require transfers between bank accounts)
- Processing manual payments for One Time Vendors
- Supplier statement reconciliations_
- Obtain Supplier Statements for key accounts and prepare supplier statement reconciliations
- Ensure timely follow of reconciling items such as missing invoices or if indicates potential duplicate payments
- Supplier and Utility Department queries_
- Respond to supplier queries on a timely basis
- Provide proof of payments to Utilities team
- AP reporting_
- Run the monthly Aged Creditor Report, ensuring value agrees in total to the Trial Balance; download into excel and annotate with reasons for and status of any debit balances and aged credit balances
- Other duties_
- Support Landlord Services Team (rental payments amendments and other queries)
- Support the annual audit
- Support wider team e.g. as cover for holidays and sickness
- Assist with review of employee expenses

**Personal Characteristics**
- **Skills**_
- Confident interpersonal and communication skills
- Good attention to detail and ability to sense check draft workings for errors and exceptions
- Problem solving in competent, logical and efficient manner
- Basic system and Excel user - familiar with functions and ability to follow User Guides
- Maintain and present AP subledgers clearly for ease of review
- Ability to handle high volume of invoices
- Ability to build effective relationship with suppliers and creditors
- Ability to work well in a team and collaborate with others
- **Knowledge**_
- Essential_
- Basic knowledge of AP and bookkeeping procedures
- Ability to work efficiently, requesting support where unsure, and support process improvement initiatives proactively
- Ability to manage workloads, prioritise and work to deadlines
- Desirable_
- Basic knowledge of ERP systems
- **Behaviour**_
- Take initiative for timely follow up of queries to avoid errors or correct them quickly if they do happen
- Support best practice and continuous improvement and right first time and follow up root cause of errors
- Resilient and able deal with people who are complex and sometimes challenging.
- Methodical in approach to ensure everything is done accurately and comprehensively.
- Keen to support colleagues and ensure business is working cohesively and to the same objectives.
- Keen on

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