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Job Title:
Procure to Pay Sr Associate
Job ID:
12459175
Job Function:
Experienced
Full/Part Time:
Full-Time
Regular/Temporary:
Regular
Job Category:
Finance & Accounting
Location:
Washington, DC US
Business Unit:
Operations & Finance Group
City:
Washington
Business Unit Description

AARP is a nonprofit, nonpartisan organization, with a membership of nearly 38 million that helps people turn their goals and dreams into 'Real Possibilities' by changing the way America defines aging. With staffed offices in all 50 states, the District of Columbia, Puerto Rico, and the U.S. Virgin Islands, AARP works to strengthen communities and promote the issues that matter most to families such as healthcare security, financial security and personal fulfillment. AARP also advocates for individuals in the marketplace by selecting products and services of high quality and value to carry the AARP name.  As a trusted source for news and information, AARP produces the world’s largest circulation magazine, AARP The Magazine and AARP Bulletin.

Financial and Operational Services (FOS) manages AARP's multi-year financial planning, budgeting and forecasting; treasury and investments; tax reporting and planning; and accounting and financial reporting activities. The division provides project management and training and support for the systems used to manage AARP’s money and assets. 



Summary Statement

The Procure-to-Pay Specialist is responsible for processing invoices, purchase orders, check requests and direct payments originated by a Vendor to Payables, or by a Requestor to Procurement.  The Specialist acquires significant knowledge of the contracts, accounting codes, business policies, and procedures involved with processes to expedite procurement and payment.

Each Specialist interacts with a significant population of staff and management to process a large volume of requests and invoices.  The Specialist coordinates the management of financial transactions, monitors and tracks activities of work in progress to ensure timely creation and updates of purchase orders, and timely payment of invoices, while ensuring the accuracy of information and compliance with policy and contractual obligations. 

  • Within the procure-to-pay process, there is a significant body of documentation and policy that the Specialist must learn and apply. The Specialist will periodically be required to assist in modifying or updating documentation.
  • The Specialist must exercise critical judgment when applying rules to code and route accurately.
  • With a widely diverse group of Vendors and Requestors, the Specialist must communicate effectively, demonstrate responsiveness, and maintain meticulous documentation.  

This position requires a moderate level of challenge in interpreting, maintaining and updating internal procedures to meet legal and accounting standards as it applies to the procure to pay process.  Inherent in the position is the ability to work with multiple managers and Financial Services to conceptualize issues and develop solution for transactions that require attention.  Must communicate required actions effectively to subordinate, peers and business unit managers as required.



Responsibilities

  • Knows and applies policy to determine correct coding of Invoices and Purchase Orders.
  • Initiates and completes Purchase Order documentation including matching PO lines to Invoices.
  • Communicates with requestor to assure correct coding.
  • Enforces policy to assure required LOA, SOW and Contract are present for PO for Services.  Responsible for matching lines on PO to SOW or Contract.
  • Distinguishes whether item is capital or operating expense (including pre-paid).
  • For the group that Hub represents, where reports are available, provides advisory information to Business Owner re: spend against budget.
  • Assigns appropriate Sub-Ledger to which PO or invoice is booked, communicates with sub-ledger and business unit owners to verify and obtain approval.
  • Provides assistance to internal and external partners to research problems, questions and issues related to Invoices, Purchase Orders and Contracts.  
  • Provides analytical support i.e. troubleshooting, initiation of trouble reports and detailed documentation of problems for Help Desk, managers, and for the user community in the group for which the Specialist provides services. 
  • Has responsibility for the accuracy of accounting codes for documents feeding to the General Ledger, and advisory responsibility to Business and Subledger owners for adherence to Budget.
  • Routes documents to appropriate individuals and groups according to workflow policy and ensures that the workflow steps are completed.
  • Conducts extensive communication by telephone, e-mail, and IM with a large population of both staff and management within the group for which he/she performs the procure-to-pay coding and workflow functions.
  • Routinely works in a matrix like setting as it applies to procure to pay processes.  Must review, approve and compete process for all purchase types which requires extensive knowledge of the procurement (PeRS) and accounting (JDE) systems and AARP accounting guidelines to include those for capital requisitions. 
  • May require interaction with external customers such as vendors.
  • Provides substantive guidance and assistance to Business Unit managers to resolve discrepancies with any Invoice, Purchase Order, Contract or transaction.
  • Provides customer service to Vendors as required to process invoices.
  • Acts as a liaison to Financial Services and Business groups to facilitate reporting and/or analysis as required. 


Requirements

  • Completion of a High School Education
  • 2 or more years of accredited college work
  • 3-5 years of experience; or an equivalent combination of training and experience related to the duties of the position, not exculding accounts payable and procurement
  • Requires judgment and advanced analytical ability.  
  • PeopleSoft experience is a plus

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Benefits Offered
Equal Employment Opportunity
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