Files and Documentation Associate

The Files and Documentation Associate provides accurate maintenance to the Utility Vendor, Shipper and Validation files. This individual also performs clerical functions within the department.

PRINCIPAL FUNCTIONS AND DUTIES:

• Performs accurate maintenance to the Utility Vendor files which includes adding new vendors, updating addresses, contact information and remit to codes, by following department procedures.
• Responsible for processing rejects and suspends in the vendor file maintenance pool in workflow.
• Sets up new clients and performs maintenance to the shipper and utility billing files as requested by client relations representative and other authorized personnel.
• Sets up ACH bank validations files and vendor currency.
• Contacts vendors for missing remit-to addresses and verifies name and address changes.
• Makes suggestions to management for new procedures and enhancements to existing procedures.
• Returns work to designated departments in a timely and orderly manner.
• Updates Accounts Payable client vendor codes provided by client.
• Performs other duties as assigned by management.

SKILLS/ABILITIES AND MINIMUM REQUIREMENTS:

• Must be able to use the following equipment: personal computer, fax, and photocopier.
• Must be well organized and must perform all duties with accuracy.
• Good interpersonal skills.
• High school diploma or equivalent.
• Must have basic knowledge of utility processing, vendor billings and basic data entry functions.
• Basic understanding of banking processes an asset.