Job Type:
Finance/Accounting
Employment Category:
Full Time (40 hours/week)
Location:
HHMI Headquarters
Chevy Chase, Maryland
Job Number:
005422-007
Posted On:
04/15/2013
Reports To:
Manager, Accounts Payable
Job Summary:
At the Howard Hughes Medical Institute (HHMI), creativity and excellence are fundamental to our success. As one of the world's largest philanthropies, HHMI is a major force in advancing biomedical research and science education in the U.S. and beyond. We have an opportunity for an Accounts Payable Specialist to join our Accounts Payable department at our Headquarters in Chevy Chase, MD.
In this key role, the Accounts Payable Specialist is primarily responsible for timely payment of properly approved and accurate invoices. The Accounts Payable Specialist must have a solid understanding of all duties performed during the entire P2P cycle and the functionality of Peoplesoft and Ariba within the cycle. The Accounts Payable Specialist is a subject matter expert and insures the accuracy and efficiency of all AP processes by reviewing procedures and trends, analyzing problems, recommending solutions and assisting in the implementation of new processes. Routine duties include responding to tickets received through the AskAP Help desk and managing the AP mailbox.
This position may often support multiple special projects. Strong analytic, problem-solving and communication skills are required to provide a high level of customer service to internal customers and vendors.
Principal Responsibilities:
- Ensure accuracy and efficiency of routine invoice processing. Analyze problems and trends, recommend solutions to problems and work with internal and external customers to reduce exceptions.
- Responsible for responding to tickets received by the AskAP helpdesk, a high-volume customer service environment, from internal customers and vendors in a timely and customer-friendly manner. Must research and resolve inquiries and ensure a prompt follow-up with the inquirer to provide status in a consistent manner, determining when to handle a request directly or escalate to the AP Manager.
- Maintain and utilize various databases and spreadsheets, provide innovative advice on how to best utilize data for various department analysis needs, advise AP Manager on significant changes or trends, prepare monthly analysis and ad hoc reports, and periodically audit computer outputs to ensure data accuracy.
- Create and maintain reports to assist the Accounts Payable Manager in effectively monitoring key performance levels (e.g., average time from receipt through payment, total discounts taken, late fees paid, average terms on payment, etc.) including dash boards and accounts payable reports for the HHMI community and senior management. Reports may come from various sources, including PeopleSoft, Ariba, and Cognos.
- Perform special projects and analysis to improve the efficiency and effectiveness of the Accounts payable departmental operations. Work with AP Manager to provide input to IT and Procurement on projects to assist in developing specifications and functionalities for multiple systems, including PeopleSoft financials, Ariba, and Cognos.
- Develop strong, dynamic relationships with internal and external customers and provide a high level of customer service.
- Investigate, interpret and resolve complex matters in a timely and efficient manner.
- Perform other duties as assigned.
Preferred Qualifications:
- Associate’s degree or equivalent work experience required.
- Minimum five to seven years hands-on AP experience in high-volume, automated environment.
- Experience with e-invoicing or other electronic processes preferred.
- Demonstrated working knowledge of PeopleSoft and Ariba and related operational systems preferred.
- Proficient with MS office. Advanced Microsoft Excel skills required. Experience with Visio preferred.
- Excellent organizational skills, with a demonstrated ability to multi-task, prioritize and manage multiple projects simultaneously, meet and anticipate frequent deadlines in a timely manner and manage situations from start to finish.
- Excellent verbal and written communication skills and the ability to effectively express ideas and use careful listening skills; ability to build relationships and effectively interact with all levels of HHMI management and staff as well as vendors.
- Excellent analytical and problem-solving skills to help identify critical issues with ease and deliver knowledge and information in an intuitive, informative, and well-organized manner to HHMI management and internal and external customers.
- Highly attentive to details.
- Demonstrated ability to work well under pressure and manage tight deadlines and schedules. Must be self directed and demonstrate initiative.
- Demonstrated ability to work independently as well as on a team.
- Demonstrated ability to create, deliver and maintain a high level of customer service and responsiveness.
Additional Information:
HHMI is an intellectually exciting organization with excellent salaries and benefits.
Interested candidates should email a resume, salary requirements and a brief (one page limit) cover letter highlighting elements of your experience, skills, or personality that make you a good fit for the position to jobs@hhmi.org.
Interested internal candidates must apply by COB, Monday, April 22, 2013.
Please include the job title in the subject line.
Principals Only
Application Deadline:
Open Until Filled
