Accounts Payable Assistant 12 Month FTC

The Accounts Payable Assistant at Clinigen is responsible for processing all overhead invoices, managing employee expense claims, overseeing debit balances on the AP Creditors Ledger, and conducting supplier statement reconciliations. This role involves ensuring compliance with SOPs and company procedures, making it vital for the smooth operation of our finance department.

To succeed as an Accounts Payable Assistant at Clinigen, candidates typically need a background in finance or accounting, attention to detail, and strong organizational skills. Previous experience in accounts payable or a similar role is advantageous, along with proficiency in finance software and excellent communication skills.

The Accounts Payable Assistant will directly support the AP Team Lead and AP Manager by assisting in the execution of finance strategies, ensuring timely processing of invoices, and maintaining compliance with internal policies. This role is integral to enhancing team efficiency and contributing to the overall success of Clinigen's finance department.

The work environment for Accounts Payable Assistants at Clinigen is collaborative, supportive, and dynamic. The company fosters a culture of continuous improvement and values employee contributions, making it a great place for professional growth and development within a global specialty pharmaceutical company.

Clinigen offers a competitive benefits package to its Accounts Payable Assistants, including 27 days of annual leave, pension contributions, life assurance scheme, flexible benefits platform, financial advisory services, shopping discounts, and an enhanced employee assistance program. This reflects our commitment to the well-being and happiness of our employees.

To ensure accuracy in processing invoices, I establish a checklist system to cross-reference invoice details with purchase orders and delivery receipts. I also perform regular audits and reconciliations to catch discrepancies early. This attention to detail helps maintain the integrity of the accounts payable process.

When I encounter discrepancies in supplier invoices, I first analyze the invoice against relevant documentation. If needed, I communicate directly with the supplier to clarify issues. I ensure all communications are documented, and I work towards a resolution that maintains the supplier relationship while aligning with the company policy.

I have extensive experience in auditing expense reports to ensure compliance with company policies. I verify that all expenses are supported by receipts and are within the guidelines. Any outliers are flagged for further review, and I communicate findings to the appropriate personnel to facilitate timely reimbursement.

I am proficient in various accounting software, such as SAP and Oracle, which enhance invoice processing and reconciliation. Additionally, I am comfortable using Excel for tracking data and reporting. Familiarity with these tools allows me to streamline the accounts payable process effectively.

In a fast-paced environment, I prioritize my workload based on deadlines and the impact of tasks on overall operations. I use a task management system to track my duties, which helps me stay organized and focused on critical tasks while remaining flexible to accommodate urgent requests.

The most important quality for an Accounts Payable Assistant is attention to detail. Invoices and financial documents require accuracy, so being meticulous helps avoid errors that can lead to payment delays or financial discrepancies. Coupled with strong organizational skills, this quality ensures smooth operations in accounts payable.

In my previous role, I noticed that our invoice approval process was causing delays. I proposed implementing an electronic workflow system that allowed for real-time tracking and approvals. This reduced processing time by 30% and improved communication between departments.

I understand the importance of confidentiality in handling financial information. I adhere strictly to company policies and legal regulations regarding privacy, ensuring that sensitive data is accessible only to authorized personnel and that any information shared is done securely.

To ensure compliance with internal policies, I stay updated on current policies and procedures by attending training sessions and reviewing relevant documentation. I also create checklists and reminders that help guide my processes, making it easier to stay aligned with company standards.

I am drawn to the opportunity at Clinigen because of the company's commitment to growth and its focus on delivering vital medicines. I see great alignment with my values, and I am excited about the potential to contribute to a team that not only values accuracy but also fosters professional development.