Finance Officer (Non-Accounting)

About the role

The Accounts Payable Administrator is responsible for accurately processing and managing all invoices, bills, and payments for the organization. This role ensures adherence to company policies, timely payments, and effective communication with vendors and internal stakeholders.

Key Responsibilities

• Master Data
  • Creation of suppliers from online and offline requests.
  • Amendment of supplier details from service area requests.
  • Carry out due diligence on new supplier requests.
  • Liaise with service areas on supplier creation and amendments.
• Invoice Scanning
  • Verification and processing of invoices sent to the scanning solution process.
  • Completing ‘handshake’ for new supplier invoice template acceptance.
  • Ensuring invoices meet the business rules and requirements for payment.
  • Enforcing Barnet Council’s No PO no Pay policy.
  • Extraction of invalid/incorrect documents.
  • Escalating issues to OCS software partner.
  • Contacting suppliers/requisitioners when required to resolve invoicing issues.
• Purchasing Admin
  • Creation and amendment of Contract and Blanket Purchase Agreements.
  • Purchase order maintenance.
  • Receive, review, and verify invoices for accuracy, completeness, and appropriate approvals.
  • Perform goods receipt matching for purchase order invoices scanned into the system for payment processing.
  • Resolve discrepancies or issues related to invoices and ensure proper documentation and approvals.
• Payment Processing
  • Process payments to vendors, employees, and other payees in a timely and accurate manner.
  • Verify payment terms, discounts, and payment scheduling to optimize cash flow and take advantage of early payment discounts.
  • Maintain accurate payment records and ensure compliance with payment policies and procedures.
• Vendor Management
  1. Establish and maintain relationships with vendors and suppliers.
  2. Respond to vendor inquiries and resolve payment-related issues promptly and professionally.
  3. Perform vendor statement reconciliations to ensure accuracy and completeness of payments.
• Month-End Closing
  1. Assist in month-end closing processes, including reconciling accounts payable balances and preparing necessary reports and schedules.
  2. Participate in periodic financial audits and provide required information and documentation.
• Recordkeeping and Reporting
  1. Maintain organized and up-to-date accounts payable records and documentation.
  2. Generate and analyse accounts payable reports to monitor performance, identify trends, and make process improvements.
• Compliance and Policies
  1. Ensure compliance with company policies, accounting principles, and relevant regulations in all accounts payable processes.
  2. Participate in developing and updating accounts payable policies and procedures.
• Cross-Functional Collaboration
  1. Collaborate with other departments such as Procurement, Finance, and Operations to ensure smooth and efficient invoice and payment processes.
  2. Assist in special projects and process improvement initiatives related to accounts payable.

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