Job Openings at the Allen Institute

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Accounts Payable Associate II

Department: Finance

Accounts Payable Associate II Ė Administration, Finance

The mission of the Allen Institute is to unlock the complexities of bioscience and advance our knowledge to improve human health. Using an open science, multi-scale, team-oriented approach, the Allen Institute focuses on accelerating foundational research, developing standards and models, and cultivating new ideas to make a broad, transformational impact on science.

The mission of the Allen Institute administration team is to provide support and structure to the scientific divisions. Coinciding with the team science approach, administration helps facilitate team learning and the overall mission of the institute.

Reporting to the Accounts Payable Supervisor, the Accounts Payable Associate will accurately process expense reports and invoices and verify that transactions comply with company policies and procedures.

The Allen Institute believes that team science significantly benefits from the participation of diverse voices, experiences and backgrounds. High-quality science can only be produced when it includes different perspectives. We are committed to increasing diversity across every team and encourage people from all backgrounds to apply for this role.

Essential Functions

  • Review, audit and process employee and visitor expense reports, including corporate credit card transactions, according to the Travel and Expense Policy
  • Verify all receipts are submitted and any other supporting documentation has been provided
  • Reconcile expense reports with credit card statement to ensure they match
  • Validate daily credit card transactions import from Visa files into Oracle Fusion
  • Follow up with card holders on unreconciled credit card transactions to ensure they are reconciled and submitted timely
  • Proactively research and resolve discrepancies on fraudulent credit card transactions
  • Provide support and training to employees on best practices, policies, and regulations
  • Process daily transactions in Oracle Fusion which includes importing invoices, entering invoice details, matching invoices to purchase orders and communicating with internal and external customers as needed requesting coding and approval
  • Maintain unapproved invoice queue by updating notes and following up on invoices that are pending approval or have been rejected, keeping this invoice count to a minimum
  • Resolve invoice discrepancies, proactively research, and resolve discrepancies between POs and invoices
  • Reconcile vendor statements
  • Verify accuracy and completeness of work
  • Monitor and manage the AP email inbox for new invoices and respond to vendor or internal customers inquiries
  • Provide back-up support for payment runs and other AP functions
  • Work cross-functionally with all departments to ensure timely and accurate payment to suppliers
  • Work proactively with internal customers and suppliers to resolve issues quickly and professionally
  • Regular and predictable attendance

Note: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This description reflects managementís assignment of essential functions; it does not proscribe or restrict the tasks that may be assigned.

Required Education and Experience

  • High School diploma or equivalent required

Preferred Education and Experience

  • Bachelorís Degree preferred
  • 1-2 years dedicated accounts payable experience
  • 1 year experience auditing expense reports
  • Working and conceptual knowledge of two-way and three-way PO match accounting principles
  • Basic MS Word and Outlook required
  • Commitment to high-quality customer service balanced with an eye for internal control
  • Strong interpersonal and communication skills (both written and verbal)
  • Ability to think critically and communicate complex thoughts and/or ideas in clear and concise manner
  • Strong attention to detail
  • Excellent organizational skills
  • Ability to work independently and as part of a successful team
  • Maintain high ethical standards and a positive, professional demeanor
  • Oracle or large ERP experience

Physical Demands

  • Fine motor movements in fingers/hands to operate computers and other office equipment

Position Type/Expected Hours of Work

  • This role is currently able to work both remotely and onsite in a hybrid work environment, M-F, regular business hours. We are a Washington State employer, and the primary work location for all Allen Institute employees is 615 Westlake Ave N.; any remote work must be performed in Washington State.

Additional Eligibility Qualifications

  • In keeping with our focus on employee safety, all employees must be up to date with vaccinations against COVID-19 as a condition of employment unless a medical or religious accommodation is approved. All employees will be required to keep their vaccination status up to date according to CDC guidance.

Additional Comments

  • Please note, this opportunity does not sponsor work visas and has no relocation assistance

It is the policy of the Allen Institute to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, the Allen Institute will provide reasonable accommodations for qualified individuals with disabilities





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