Job Summary

This position is responsible for managing all aspects of processing non-hydrocarbon invoices, as well as some hydrocarbon invoices, including invoices submitted for posting through the Vendor Invoice Management (VIM) system to ensure timely payment of all invoices. This position will also gather departmental performance data and create daily, weekly, and monthly Accounts Payable and VIM Key Performance Indicators (KPIs) reporting, root cause analysis, vendor reconciliations, month-end reporting, GL reconciliations, and ensure SOX compliance. This position will analyze strategic data and statistics from company-wide accounts payable (A/P) processing activity in both SAP and VIM. The analyst will develop and manage processes to OCR train (validate) vendor invoices for auto-posting in VIM,  maintain a master list of vendors invoices trained for auto-posting to monitor the continued success of auto-posting, and  provide direction to all Accounts Payable personnel regarding the use of VIM. This position is the subject matter expert for VIM invoice processing for the Accounts Payable department(s).

Minimum Qualifications

Bachelor's Degree Required

Bachelor’s Degree-Finance, Accounting, or Business preferable

At least 5 years of experience with SAP

SAP Accounts Payable

SAP Vendor Invoice Management (VIM)

Proficiency within Excel, ability to use pivot tables and VLOOKUPs required

Ability to communicate professionally with customers, vendors, and fellow employees

Prioritize work when given multiple projects

Must be able to work with only general direction

Job Duties

1. Collaborate with IT, Procurement, and business unit users as needed to optimize VIM processes and performance to ensure timely posting and payment of PO based invoices. Coordinate processes with the Procurement, IT, and Treasury departments to resolve invoicing and cash disbursement issues and streamline the “procure to pay” process. Participate in continuous improvement efforts through data focused thinking; perform process assessments identifying opportunities and prioritization.

2. Analyze daily production (posting of invoices) through VIM, and coordinate workload with Hydrocarbon A/P Supervisor, Non-Hydrocarbon Accounts Payable Supervisor and refinery A/P supervisors to ensure invoices are paid timely while following CITGO’s policies and procedures. Provide guidance on the VIM system to all Accounts Payable personnel across the CITGO organization. Establish processes to ensure the timely posting of manual invoices that will not be processed through VIM.

3. Manage the OCR training (validation) for non-hydrocarbon vendors to expedite the payment process and ensure accuracy and timeliness of invoice payments.  Ensure timely distribution and posting of all urgent or time-sensitive invoices and payment requests.

4. Monitor all A/P invoice processing activity in VIM, as well as in SAP, and provide management reports detailing processing statistics, productivity, exception issues in VIM, and aging VIM IDs.  Actively manage “clean-up” of all aging or orphaned VIM IDs. Utilize reports and A/P data to identify performance opportunities.  Develop and run KPI reports for review by the Accounts Payable Manager as requested, including but not limited to on-time payment analysis, invoice resolution time analysis, and discounts taken.

5.  Perform special projects in Accounts Payable as requested by the Accounts Payable and Automation Manager including the support of payables activity for the Simon Bolivar Foundation and other affiliates.

6.  Provide invoice processing guidance to A/P personnel outside of the Corporate A/P team, as well as for other departments outside of A/P.  As needed, back up the Accounts Payable and Automation Manager.

Job Duties II