Barnes Noble Looking for Accounts Payable Administrator at Westbury, New York Full Time

Barnes & Noble is seeking an Accounts Payable Administrator to join our Vendor Relations department. Responsibilities will include but not be limited to: processing supplier payment related tasks in Oracle, verifying suppliers for set up into Oracle, assisting with the internal/external auditor reviews, reviewing and researching the monthly Stale Dated Checks report, and handling supplier compliance for the EFT enrollment process.

What You Do

Supplier Payment Responsibilities
• Ensure system generated scheduled AP payment runs are completed timely in Oracle
• Process special quick payment requests in Oracle by 11:00AM
• Create payment registers and void registers in Oracle, including daily payment register reconciliation with banking acknowledgements and confirmations. Ensure payments balance with acknowledgements and confirmations timely
• Resolve payment rejects from bank or Treasury
• Record all manual wires and bookfair wires in Oracle
• Voiding payments in Oracle upon request. Ensure void payment requests are reasonable and include proper backup
• Ensure that all special handling requests have the proper approvals
• Maintain payment run schedules are reflected on the payment grid as requested
• Handle zero-dollar payment requests
• Create and monitor department reporting such as the Stale Dated Checks
• Assist Cash Management with the verification of questionable checks and positive pay issues

Vendor Maintenance Responsibilities
• Key all supplier additions and changes into Oracle. Ensure there is no duplication of suppliers. Ensure that all additions and changes are approved and signed by authorized personnel and have the proper backup
• Link suppliers to the Vendor Master database accurately when needed
• Complete requests for the merging of vendor accounts in Oracle
• Create and monitor department reporting such as Vendors on Hold, Vendors with Inactive Banking, and Vendors with Expired Tax Forms
• Daily review of the possible linking of vendor bank account to another vendor bank account, usually BN Press
• Review Vendor Maintenance and VM Payments procedure manuals periodically to ensure processes are current. Notify Manager of any discrepancies in procedures or guidelines
• Review and update Vendor Maintenance procedure manuals
• Assist with Bookfair supplier additions and changes through the Bookfair system

Verify suppliers in the IRS TIN Matching database
• Verify that all new suppliers have a valid SSN or EIN in the IRS TIN Matching database before setting them up in Oracle
• Notify the vendor representative if a new supplier does not have a valid SSN or TIN
• Handle inquiries from suppliers regarding the submission of their SSN or EIN
• Assist in verifying all domestic and foreign vendors online to prevent fraud

Oracle Payables System Responsibilities
• Assist with Oracle and other related projects involving changes within the Vendor Maintenance user interface
o Ensure Vendor API templates are working accurately
o Test and implement new fields added to the supplier maintenance screens

Handle supplier compliance for EFT enrollment process
• Assist with new EFT enrollment or bank account changes
• Ensure confirmations are received on pre-notes
• Promote suppliers to convert from check payments to the EFT process
• Verify the enrollment process is complete from start to finish

Review and research monthly Stale Dated Check report
• Create the monthly stale dated report in preparation for distribution
• Ensure that departments research and respond to the report in a timely manner
• Ensure the responses are detailed and accurate
• Follow up and coordinate with departments if responses are not sufficient

Assist with internal and external auditor quarterly reviews
• Gather all documents requested by internal and external auditors
• Assist and participate in auditor walk-throughs. Provide explanations for department processes
• Assist and handle any questions related to Vendor Maintenance and payments from the auditors

Knowledge & Experience

• Degree preferred along with some related experience.
• Strong analytical and problem-solving skills.
• Excellent interpersonal and communication skills as well as exemplary customer service skills.
• Be an individual who is highly motivated and can work well both independently and cooperatively.
• Strong PC skills with experience in Oracle Financials

EEO Statement

Barnes & Noble is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to age, race, color, ancestry, national origin, citizenship status, military or veteran status, religion, creed, disability, sex, sexual orientation, marital status, medical condition as defined by applicable law, genetic information, gender, gender identity, gender expression, hairstyle, pregnancy, childbirth and related medical conditions, reproductive health decisions, or any other characteristic protected by applicable federal, state, or local laws and ordinances.

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