Title: Accounts Payable Administrator

Category: Accounting & Finance

EmploymentType: Full-Time

Location: NY-Westbury

LocationType: corporate

JobLocation: Westbury, New York 11590

JobSummary: Barnes & Noble is the world’s largest retail bookseller and the leading retailer of content, digital media and educational products. We operate over 600 Barnes & Noble bookstores in 50 states and one of the web’s premier e-commerce sites, bn.com. Our Nook Digital business offers a lineup of popular NOOK® tablets and eReaders and an expansive collection of digital reading content through the NOOK® store.

We’re proud to be an industry leader, consistently recognized for excellence in quality and customer service in our stores and online at bn.com. 

An employee in this position can expect a starting rate between $65,000 - $70,000 annually, depending on experience, seniority, geographic locations, and other factors permitted by law.

We are seeking an Accounts Payable Administrator to join our growing team! This role is responsible for reviewing and maintaining all vendor accounts related to a diverse Specialty Payable Department which includes Newsstand, Café, Café LLC, Bookfairs and Sterling Payables; running weekly and monthly reporting for analysis and maintenance purposes; and ensuring vendor accounts are current with no outstanding balances.

WhatYouDo:

• Café Payables

o Assume responsibility for all Café (excluding the Café EDI and DC suppliers) by effectively and independently resolving problems and responding to supplier inquiries.

o Prepare Excel invoice files and process paper invoices, adjustments and credits received from our cafe vendors. Verify for accuracy and submit for upload in Oracle.

o Monitor the Café Invoices email box for incoming store approved invoices. Review Café vendor’s weekly statements and resolve any outstanding issues to ensure vendor accounts are current.

o Review and reconcile daily Control Total reports.

o Work closely with café business owners on setting up additional Café vendors.

o Assist and respond to all NYC office inquiries related to the Concur Invoicing system.

o Back up for all Café EDI and Café DC supplier tasks.

• Café LLC (Restaurant) Payables

o Review Café LLC supplier’s weekly statements and resolve any outstanding issues to ensure supplier accounts are current. Monitor all alcohol vendor accounts closely to ensure that payments are issued timely based on the states’ liquor/alcohol guidelines. Respond to vendor inquiries and resolve any discrepancies in a timely manner.

o Review Concur system daily to ensure that invoices were assigned correctly, make the necessary corrections, and review rejected invoices. Assist restaurant business owners with Concur Invoice system.

o Ensure that proper approvals and GL breakdown are noted on the paper invoice(s).

o Work closely with NYC office and restaurant vendors to obtain necessary information and required forms for vendor set-up purposes.

• Maintain all functions of Bookfair Payables

o Research and respond to Bookfair Payment Inquiry emails daily.

o Review Offsite Payables email box daily and process necessary forms to ensure timely payment.

o Research and reissue lost or returned gift cards or checks.

o Obtain appropriate approvals for events over $10,000.

o Maintain weekly reporting for unpaid bookfairs.

o Process manual additions at the request of the NYC office or store.

o Provide event detailed report upon request.

o Research duplicate vendor report and submit necessary Oracle merge and change forms for approval.

• Sterling/Union Square & Co functions

o Assist keying invoices, credits, and voiding payments in Vista.

o Assist with vetting calls with suppliers.

• Newsstand Payables

o Ensure prompt receipt of all summary and POS to pay files.

o Verify summary and POS to pay files against the Magazine Reporting system.

o Ensure all pay on scan files are received and processed for payment.

o Review cashflow on a weekly basis to ensure all items have been entered.

o Maintain vendor status spreadsheet.

o Support and contribute documentation to internal and external auditors. Provide feedback during audit testing for SOX compliance.

• Other functions

o Process monthly imaging provider invoices.

o Review and resolve possible duplicate invoices as stated on Apex reporting.

o Assist with unclaimed property reporting, research, and analysis.

o Assist in resolving Specialty Payable debit balance reporting.

o Perform various special projects.

Knowledge&Experience:

• Degree plus two to four years of Accounts Payable experience preferred

• Strong knowledge of Microsoft Office (Excel, Word, Outlook, etc.) is required

• Knowledge of Concur and Oracle preferred

• Strong multi-tasking and problem-solving skills

• Team player with ability to prioritize and work in a fast-paced environment

• Strong interpersonal and communication skills as well as exemplary customer service skills required

• Highly motivated and can work well both independently and cooperatively

EeoStatement: Barnes & Noble is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to age, race, color, ancestry, national origin, citizenship status, military or veteran status, religion, creed, disability, sex, sexual orientation, marital status, medical condition as defined by applicable law, genetic information, gender, gender identity, gender expression, hairstyle, pregnancy, childbirth and related medical conditions, reproductive health decisions, or any other characteristic protected by applicable federal, state, or local laws and ordinances.