Position Overview: The Transportation AP/AR representative is a key member of the accounting team working with the Accounting Supervisor, Assistant Controller, Accounts Payable team, Finance team and Transportation representatives. This position will be responsible for ensuring transportation related charges are valid, accurate and properly approved prior to payment. This position also will be responsible for coordinating information and preparing final submission of transportation claims. This position is part of a team that processes vendor invoices and will in addition to transportation charges, support the team with non-transportation related invoice processing. It is expected that this position will spend approximately 50% of the time on transportation payables related activities and the remaining time processing non-transportation payables.
Major Areas of Responsibility: ACCOUNTS PAYABLE - TRANSPORTATION Generate weekly/bi-weekly billing templates and forward to internal carriers for population - execute queries and research load data issues to create accurate billing information. Audit templates returned to the contracts for each carrier. Process incoming invoices ensuring accurate coding and proper approvals through data retention software. Transportation charges - audit charges to contract terms, create purchase orders properly allocating invoice charges to each load, obtaining approvals for all charges, processing all invoices for payment Monitor all loads for payment including checking for duplicate payments, accrue unpaid transportation charges at month end and following up on unpaid loads Responsible to communicate with vendor including requesting support and proof of charges Review accessorial charges and other load related charges for validity and submitting for approval, processing for payment Monitor and maintain the transportation email in box, invoice and charges workflows as well as the non-transportation A/P invoices email in box and workflows ACCOUNTS PAYABLE NON-TRANSPORTATION Process all invoices for payment as assigned including preparing checks and ACH payments. Reconcile vendor statements reviewing them for open items that were not received by CF. Understand sales/use taxability and identify when the company has a need to self-assess taxes. Ensure payments are made to vendors in a timely manner. Responsible for communicating with CF employees and outside vendors on billing issues and statements. ACCOUNTS RECEIVABLE Coordinate the recognition of freight claims; including gathering support, calculating the total value of the claim for invoicing, providing support to vendor's insurance representatives and collecting from vendor. OTHER Be proficient in excel and communicating with email. Become proficient in use of the mileage and Rate Tables, Transportation Allocation Process, SL Procurement System, COUPA Procurement System, execute SQL queries, AP and AR sub ledger systems to perform position functions. Report on process improvement opportunities and assists with implementation when required. Develop and maintain procedures and forms. Assist with month end close. Other duties and projects as assigned. Management Scope and level of responsibility: Individual Contributor: Position without supervisory responsibilitie s
Supervision of Others: Direct Reports: None
Indirect Reports: None
Reports to: A/P Supervisor
Education, Training and Experience Requirements: Minimum formal education required: Minimum number of years of prior job experience required: 0-1 year of professional experience Specialized Training requirements: None Other Skills required: STRONG ANALYTICAL SKILLS - quantitative and qualitative analysis; ability to identify the significant factors of an issue; employ creativity in identifying causes, implications and remedies; demonstrate a balance between theoretical and practical solutions; demonstrate ability to build complex financial models. INITIATIVE - ability to work independently; ensure responsive timely follow-up; meeting of deadlines; demonstrate a sense of urgency; ability to prioritize, multi-task and work on multiple projects simultaneously; organizational skills; self-starter. EXCELLENT COMMUNICATION SKILLS- efficient and effective oral and written communication skills; ability to communicate at all levels of the organization; builds and maintains strong relationships with peers. LEARNING and DEVELOPMENT-demonstrates a strong commitment to learning and developing industry specific expertise. STRONG PC SKILLS - expertise in Excel and Word proficient user of accounting systems. Specialized or Motorized Equipment and/or Tools: This position may require occasionally operating a company vehicle, in which any employment offer will be contingent upon the review of the candidate's motor vehicle record (MVR). The MVR will be reviewed to determine insurability based on CFF's insurance carrier and company policy. Vehicle Licensing Requirements : Class D
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