Accounts Payable Assistant

I. Payments Release

• Facilitates payment release by sending payment notification to suppliers, contractors, professionals, employees, students, etc. and releases signed checks and green bucks.
• Facilitates the release of Bureau of Internal Revenue (BIR) Form 2307 by generating the form, payment reference, and document number; and sends these to suppliers, professionals, and other payees.
• Facilitates release of checks/green bucks to payees, by ensuring that checks have authorized signatures and validating the ID and accompanying documents of the payee or authorized representative
• Receives and checks the original copy of BIR-registered documents submitted by the Unit/department
• Receives signed checks, approved vouchers, and the check voucher packages for green bucks requests from the Office of the Vice President for Finance and Treasurer
• Validates if CV packages forwarded to OVPFT were signed and returned to the Central Accounting Office
• Responds to inquiries on disbursements, checks and/or green bucks’ availability, proof of payment on bank transfers
• This position is responsible for notifying suppliers, contractors, professionals, employees, students, and other external payees regarding the direct payments made to their respective bank accounts

II. Records Management Support

• Maintains a database of scanned green bucks, check vouchers, and other\ documents received and/or signed by the payees
• Prints checks and green bucks release summary to enable monitoring of daily releases
• Reminds concerned unit/department to submit official receipts in cases wherein an acknowledgement receipt was submitted earlier, and consequently files both ORs and ARs
• Compiles original documents of projects as requested by unit/department, for reporting to funding agency
• Conducts an inventory of unreleased checks and green bucks, to ensure that checks and green buck vouchers are accounted for
• Complies and summarizes unclaimed stale checks for review of the Accounts Payable Supervisor
• This position entails receiving, verifying, and maintaining original BIR- registered documents

III. Payment Processing

• Generates and exports approved/completed transactions from the Central Accounting Office Payments System
• Identifies CPS transactions with existing bank account details in the Great Plains (GP) accounting system
• Reviews and sorts CPS transactions by payee’s bank account, ensuring the correct account is selected for payment processing
• Analyzes and determines the applicable withholding tax for each completed CPS transaction subject to withholding requirements, ensuring compliance with tax regulations and accurate remittance to the Bureau of Internal Revenue
• Processes manual payments of multiple invoices
• Processes employees’ honorarium

IV. Payment Query Management

• Serves as the primary point of contact for addressing and resolving inquiries related to payment statuses, tax deductions, and proof of payment
• Coordinates with both internal departments and external payees to ensure timely, accurate, and professional handling of all disbursement-related concerns
• Ensures that all queries are resolved efficiently, maintaining a high standard of service and fostering strong working relationship across all payees

V. Inventory Monitoring And Control

• Monitors the inventory of unreleased checks and green bucks vouchers, ensuring all unreleased vouchers are appropriately tracked and secured
• Handles unclaimed checks and green bucks, summarizes the information, and facilitates the necessary follow-up actions with the relevant stakeholders

VI. Performs other duties as may be assigned by the immediate supervisor, or any authorized representative.

Minimum Qualifications

Knowledge, Skills, and Abilities:

• Technical Acumen: Knowledge of accounting principles and practices, analysis and reporting of financial data
• Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks
• Administrative Support: Knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, and workplace terminology
• Records Management: Ability to systematically organize, store, update, and protect records throughout their life cycle – from the time of creation or receipt to their eventual disposition/turnover
• Customer Service Skills: Ability to understand client perspectives and respond to their needs with urgency and serious attention
• Service Orientation: Actively looking for ways to help people; Ability to relate with client well-pleasing, warm, patient and respectful in dealing with people
• Time Management: Managing one's own time and the time of others
• Coordination: Adjusting actions in relation to others' actions
• Social Perceptiveness: Being aware of others' reactions and understanding why they react as they do

Education And Experience Requirements

• Bachelor’s Degree graduate, preferably in Business Administration, Accounting or Accounting related field
• At least 6 months to 1 year of relevant work experience, preferably in accounts payable or a similar financial management capacity.