Job Summary

This position is part of a team responsible for providing a quality end-to-end experience of the disbursements processes. This position is responsible for the accurate and timely processing and payment of accounts payable invoices and interfaces according to DSI policies. Coordination with purchasing, tax consultants, master data management team, payment specialist, employee requisitioner's, requestors and approvers are required on a daily basis. Possesses accounting skills to understand integration between Accounts Payable transactions and the General Ledger. This role will serve as a subject matter expert for the SAP Vendor Invoice Management (VIM) solution, combining hands-on AP operations with system knowledge to support issue resolution, process improvement, and ongoing optimization of invoice and payment workflows. This position requires the ability to apply independent judgment and critical thinking skills to address difficult issues while meeting deadlines. Receives and addresses escalated or complex questions and issues and escalates further where necessary and as appropriate to bring to timely resolution. Uses independent judgment to resolve escalated issues. This job also requires significant knowledge of T&E processing, corporate card programs, tax filings and related reporting.

Job Description

Responsibilities

Manage Accounts Payable process including invoices and providing support for all related activities as assigned

• Execution of vendor invoice processing through ERP and AP Automation systems according to company policies
• Uses discretionary powers to prioritize disbursement activities to optimize cash discount potential
• Ensure all invoices are simulated against SAP prior to routing for workflow approvals
• Ensure all foreign vendor invoices are routed to tax department prior to the requestors via automated workflow within Workflow application
• Support the payment processing by ensuring accuracy of banking information when processing invoices and working jointly with payment specialist and Master Data Management team in resolving issues.
• Create payment proposals (Wire, Ach, Check and International Wire) ensuring timely and accurate payments for each invoice by verification of all key attributes. Communicate and resolve discrepancies. Execute payment runs. Review and approve payment voids.
• Produce 1099 filings for federal and state electronically and distribute hard copy to all vendors via mail. Coordinate SAP yearly updates for new 1099 form requirements with IT department.
• Possesses strong knowledge of department policies and procedures as they pertain to the job function
• Communicates effectively with vendors on payment status requests, general inquiries and account discrepancies in a timely and professional fashion.
• Support various audits by providing invoice and payment support.
• Perform SAP reconciliations (incl 1099 SAP report to AP ledger) and take corrective action as needed.
• Develops and provide training for new employees and on repetitive problems.
• Maintain files and documentation in accordance with company policy and accepted accounting practices
• Monitor vendor accounts to ensure payments are up to date
• Assists with month end closing processes including providing monthly AP accruals to finance.
• Other duties as assigned such as patient reimbursement requests, PGC requests, interface file processing and reconciliations (UPS, Magnit, etc.), Expat taxes, etc.

Cross-Functional Collaboration to resolve invoice processing issues and discrepancies

• Partner with Procurement, Finance, IT and business stakeholders to resolve invoice and payment issues
• Invoices received without Purchase Order – Vendor follow-up
• Invoices received with insufficient Purchase Order funding – Requestor follow-up
• Invoices received with terminated approvers – purchasing coordinator follow-up
• Invoices received with sales/use tax discrepancies – Tax consultant and purchasing coordinator follow-up
• Invoices received with banking information and terms differences from vendor master. Master data management and purchasing team follow-up
• Review and Monitor VIM exception reasons and ensure follow up
• Review and Monitor invoices that remain in approval queue for more than two weeks and send reminder requestors accordingly.
• Support audits, compliance reviews, and internal control testing by providing documentation and analysis.
• Elevate issues that remain beyond invoice due date to direct manager.

Responsibilities Continued

• SAP VIM System Support and Optimization

• Serve as a knowledgeable resource for the SAP VIM solution, including invoice workflow, exception handling, and process routing
• Troubleshoot system issues and coordinate resolution with Head of Disbursements and internal IT SAP support as needed
• Identify opportunities to improve VIM configuration, workflow efficiency, and user experience
• Assist with testing system changes, upgrades, and enhancements related to AP and invoice processing
• Document issues, root causes and process improvements to support continuous improvement initiatives
• Contribute to standardization and optimization of AP and disbursement process across the organization

• Service Management

• Prepare and provide input to monthly dashboard report to Head of Disbursements as needed
• Provides customer service for shared AP mailboxes within Service Now. Ensure all inquiries are resolved with our SLA guidelines
• Execute monthly report of ServiceNow tickets created from applicable mailbox(es). Categorizing the resolved and open tickets
• Make recommendations for preventing issues in the future by analyzing the root causes for the issues and assist in bringing those recommendations to fruition
• Identify any automation opportunities that can prevent the problems from re-occurring in the future and assist in bringing those recommendations to fruition

• Cross training and Development

• Cross train in various areas of disbursements including Corporate Card Programs (pcard, meeting card, virtual card), and T&E (processing, auditing). Provide rotational, assigned, and/or backup support as needed

Qualifications

Education Qualifications
Bachelor's Degree 4 Year College Degree preferred or 5 years of business experience in the disbursements functions (i.e. Account Payables, T&E, Corporate Card Support). preferred or

Experience Qualifications
4 or More Years • 5 years preferred of experience in disbursement related activities (without college degree) • In-depth knowledge of SAP and VIM solution • Working knowledge with OCR systems preferred • Proven track record of issue resolution • Exposure to pharmaceutical industry and PHARMA guidelines • Experience in business related field with customer service background required


Travel Requirements
Ability to travel up to 5% of the time. Travel for training on infrequent basis - once per year on average

Additional Information