SharePoint AP File Clerk - Vendormaster Experience

Job Summary: The File Clerk is responsible for uploading invoices and data into SharePoint. This position organizes, stores, and retrieves paper and electronic documents by gathering documentation from internal departments. Additionally, the File Clerk will perform a variety of administrative tasks and staff support duties.

The incumbent in this position is expected to model the following practices daily: 1) Demonstrate alignment with the company's mission and core business values; 2) Collaborate with key internal/external resources; 3) Participate in ongoing self-development.

Essential Functions

Accounts Payable - SharePoint Responsibilities 

• Uploads, validates, and maintains invoices in the SharePoint application.


• Manages shared AP email accounts and ensures timely processing of incoming documentation.


• Converts paper invoices to electronic format and assists vendors in transitioning to electronic submissions.


• Performs manual invoice matching and reviews documentation for completeness and accuracy.


• Validates invoice data against ERP records to identify discrepancies and ensure proper posting.


• Runs SharePoint and Power BI reports to track invoice status, workflow assignments, and performance metrics.


• Assists in the development and maintenance of AP training documentation and user guides.


• Provides ongoing support and training to internal users of the AP SharePoint system.


• Maintains accurate, organized, and up-to-date electronic filing systems for all AP documentation.


• Adheres to deadlines, reporting requirements, and internal control procedures related to invoice processing.

Vendor Master Responsibilities

• Processes vendor setup and change requests in compliance with approved policies and governance standards.


• Collaborates with Procurement and other departments to collect, verify, and maintain accurate vendor data.


• Validates banking, tax, and contact information to ensure vendor records meet internal and regulatory (IRS, TIN match) requirements.


• Maintains vendor hierarchies and ensures alignment between vendor, purchasing, and payment data.


• Analyzes vendor records for accuracy and performs periodic audits to ensure data integrity.


• Assists with 1099 and Unclaimed Property reporting through accurate vendor classification and reporting validation.


• Investigates and resolves vendor-related issues, including payment discrepancies, system errors, or audit inquiries.


• Provides customer service support as a technical and informational resource to internal and external stakeholders.

Knowledge, Skills, and Abilities:

• Adherence to Generally Accepted Accounting Principles (GAAP) in decision making and problem solving.


• Proficient with computer programs and systems utilized by the company (DBS, Cat Systems, Excel, Microsoft Outlook, Documentum, Box, Monday Boards, SharePoint, etc.)


• Excel skills necessary for the preparation of sales commissions, review of suspense accounts.


• Ability to work with sales reps/managers on invoicing/commission differences.


• Strong research, problem solving and investigation skills.


• Interpersonal communication skills including both written and oral.


• Organizational, planning, multi-tasking, and time management skills.


• Ability to work independently and within a team in a deadline oriented, high-volume environment with emphasis on accuracy, thoroughness, and timeliness.

Education and Experience:

• High school diploma or equivalent required.


• General accounting, clerical and administrative knowledge required.


• One year of job-related experience required, three years or more preferred.


• ERP (Enterprise Resource Planning) system Sage business system experience preferred.

Supervisory Responsibilities:

• None

Travel:

• Travel may be required.

 Physical Requirements:

• This position involves extended periods in a stationary position; additionally, occasional movement inside the office to access office machinery, file cabinets, etc.


• This role frequently communicates with others, must be able to exchange accurate information in these situations.


• This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.


• While performing the duties of this job, the employee is frequently required to sit, talk, listen, and use vision or corrected vision. The employee is occasionally required to walk; use hands and fingers to operate, handle, or feel objects, tools, or controls; and reach with hands and arms. Occasional lifting of up to 15 pounds may be necessary.

Work Environment:

• This job is generally performed in a professional office environment.


• Frequently works at fast pace with unscheduled interruptions.

Disclaimer:

Please note that the above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not to be interpreted as an exhaustive list of all responsibilities, duties, and skills required of the incumbents so classified. All incumbents may be required to perform duties outside of their normal responsibilities, as needed.