Group Accounts Payable Clerk

1 month ago

Birchwood, United Kingdom Quintessential Brands Full time

**JOB DESCRIPTION**

**JOB TITLE**:
**Group Accounts Payable Clerk
**REPORTS TO**:
**Accounts Payable Manager**

**LOCATION**:

- Warrington

**BUSINESS AREA**:

- Finance

**BUSINESS ENTITY**:

- G&J Distillers

**MAIN PURPOSE OF THE ROLE**:
o

**DEPARTMENT STRUCTURE**:

- (internal & external)_

**KEY WORK RELATIONSHIPS**:
**Internal**

**External**
- Procurement
- Auditors
- Marketing
- Vendors/Suppliers
- Customer services
- All other spending departments

**KEY RESPONSIBILITIES**:
**Operational**
- (Day to day tasks inc level of autonomy)_
- Providing help, cover and support within the Shared Service Centre Teams when needed.
- To review the AP reports e.g. GRNI on a weekly basis and ensure targets for outstanding creditors are achieved by chasing up outstanding actions.
- To process all Travel & Expenses claims to meet payment deadlines (ensuring that all credit card and cash expenses are accurate and adhere to the Policy also full approval has been received before processing in Dynamics Business Central.)

**Invoices and Goods Receipts**
- The registering of invoices via electronic invoicing system Continua across the Group and highlighting to the Senior AP Clerk any issues that may occur.
- To ensure all invoices are accurately matched against a Purchase Order.
- Ensure that all invoices are processed in accordance with documented standard operating procedures (SOPs) ensuring that invoices are properly addressed & contain a PO number.
- Ensure that all un-matched invoices are recorded on Business Central with PO number where applicable and recording all others to achieve accurate accruals.

**Accounts Payable Team**
- To liaise with vendors and ensure all invoices for business critical vendors are processed to meet payment deadlines.
- Send system-generated remittances to all vendors.
- Support the Senior AP Clerk when needed.

**Statements**
- Reconcile vendor statements monthly and resolve reconciling items in line with SLAs.
- Achieve coverage of 75% of the ledger monthly, ensuring that all vendors are reconciled as per team deadlines.

**Processes**
- To highlight any master data exceptions and omissions to the AP Manager so they are promptly resolved.
- Work closely with all departments to ensure any issues or queries are resolved in a timely manner.
- Set up and maintain vendor accounts on Dynaimcs Business Central

**Audits**
- Provide support to the Senior AP Clerk and Accounts Payable Manager regarding documentation for external audits.
- Ensure notes, queries and backing documentation are all logged on Dynamics BC for audit compliance.

To assist and engage in all manner of activities conducive to the financial health and profitable growth prospects of the business and other reasonable tasks commensurate with the effective and efficient running of an AP team.

**Payments**
- (Management and leadership responsibilities)_

**People and Culture**
- Role-models company values and behaviours.
- Build and manage relationships with internal & external stakeholders.

o**Driving the top line**
- (Financial budget responsibilities, targets and KPIs)_
- To assist the AP Manager when needed with weekly KPI summaries showing key metrics, including numbers of invoices received, processed, GRNI items, statements reconciled and electronic invoicing accuracy.

**Reporting**
- (Continuous improvement, processes, and systems)_

**Efficiency**
- To help and assist the use of Continua OCR electronic invoicing software to maximise processing rates and efficiency.
- Have a Continuous Improvement mindset and engage with the team and others and highlight any tasks that could be changed for more efficient ways of working.
- This applies across the whole wider area of “Procure to Pay (P2P)” and not just within the AP area

**Continuous improvement (“CI”)**

**KEY CHALLENGES**:

- Ability to work with overseas colleagues with different cultures and languages.
- Balancing working with colleagues remotely through Microsoft Teams as well as being office-based.

o

**KEY SKILLS**:

- Numeric background with good systems skills.
- Reasonable Microsoft Excel skills e.g. Vlookups.
- Assist the AP Manager with achieving deadlines in what can be a pressured environment.
- Able to communicate effectively with different stakeholders, internal & external.
- Clear and concise communication skills.

o

**BEHAVIOURAL COMPETENCIES**:

- Good communication skills with a positive “can do” attitude.
- Professional mindset with honesty and integrity in all aspects of their work.

o

**EXPERIENCE / QUALIFICATIONS**
- GCSEs in English and Mathematics

o
- Job holder
- Signed
- Date
- Line Manager
- Signed
- Date

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