Accounts Payable Specialist

Job Description

Administrative Assistant | Progress Rail, A Caterpillar Company

The Tone:
This is a full-time role at Progress Rail, a Caterpillar Company, located in Boaz, Alabama. Since its founding in 1983, Progress Rail has grown to become one of the world’s largest and most trusted providers of railroad products, services, and technologies, consistently driving the future of rail with a pioneering spirit. The company delivers a comprehensive portfolio of cost-effective solutions to railway customers globally, with products like EMD® locomotives in operation across more than 100 countries, powering progress and connecting communities. This Administrative Assistant role is crucial for providing essential administrative, financial, and clerical support, directly impacting the organization’s efficiency by ensuring accurate and timely financial operations and expense control.

The TL;DR
• Role: Early Career
• Type: Full-time
• Location: In-person, Boaz, AL

• Mission: This person controls expenses by processing, verifying, and reconciling invoices in a timely, accurate, and efficient manner according to established policies and procedures.

What You’ll Actually Do
• Accounts Payable Processing: Perform accurate and timely data entry of Accounts Payable invoices, ensuring all incoming invoices are processed within 48 hours of receipt, including necessary purchase order research.
• Vendor Reconciliation & Issue Resolution: Reconcile vendor statements to maintain accurate financial records and proactively address and resolve any discrepancies or issues.
• Financial Data Compliance: Ensure strict compliance with departmental standards for processing and scanning, including scanning AP documents for indexing into the imaging system.
• Month-End Contribution: Gather and report accrual data, and ensure all data entry is current to meet critical month-end deadlines.
• Payroll and General Administrative Support: Balance Time/Labor Cards or Factory Track Reports to match payroll, and execute various other administrative duties as needed.

The Must-Haves
• Background: Entry-Level. High school diploma or equivalent required. This role requires foundational knowledge of administrative and clerical procedures, including word processing, managing files and records, and general office terminology.
• Experience: Demonstrated understanding of principles for providing customer and personal services, assessing customer needs, and maintaining quality standards. Familiarity with basic business and management principles such as resource allocation.
• Skills: Accurate and timely data entry, basic problem-solving (e.g., purchase order research), detailed record-keeping, ensuring compliance with established accounting policies and procedures, and meeting financial deadlines.
• Bonus: Associate degree or higher level of education.