Data Entry Customer Accounts

Diane Gildon 815-***-****

***********@*****.***

Skills

Advance Excel functions / Typing 60-93wpm / High Data Entry accuracy

Legal & Medical terminology, communications, business math and accounting basics

ERPs: Excel, SAP, Ariba, JD Edwards, Oracle, Cortex, Coupa & Smartsheets including company-specific software & data bases

Account discrepancy resolution, reconciliation, AP Analyst assistant, Auditing tasks, full cycle revenue aid

Time/Payroll processing (older Great Plains, Excel, AS400); claims processing

NetSuite, Lotus Notes, PeopleSoft, Shorthand/Stenography

Contractual/temporary Work Experience

Phaxis LLC / GAF (Remote) - Account Payables Clerk

March 10 – April 15, 2025

Accuracy and proficiency in data transfer from Smartsheet to Carta systems for invoice processing, status and/or correction; viewing responses from re-routes for invoice completion

Search Pos in Maximo or Oracle for status or error

Collaborate with peers to maintain acceptable timeframe and support for the fleet/rail business invoices

Ability to learn and update multiple accounts payable systems

Strong passion for customer service and fleet excellence

Cash application: Daily processing of cash receipts and postings to customer accounts, including charging payments made by credit card, other adjustments to customer accounts for credits/debits and account write-offs

Ensure inter-company transfers are posted and handed off properly and non-customer payments posted properly

Invoice attachments, questions, re-routes utilizing advanced pre-created Smartsheet spreadsheet for payment confirmation

Utilized Maximo and People Soft for invoice query, vendor information, hold or payment status

High accuracy of data entry utilizing advanced pre-created Excel spreadsheets for invoice payment confirmation

Ensured invoice line entry and calculation correctly balance against spreadsheet

Remaining aware of rail shipment timeframe, ensuring processing as soon as possible

Identify daily unapplied amounts, post to customer accounts, call on back-up and provide A.R

Populus Group (Actalent), Hybrid – Contractual

AP/Materials Specialist, November 2023 – December 2024

Used IBM Maximo Enterprise Asset Management and Oracle Cloud ERP databases for coding and processing multiple Departmental invoices.

oPCTS (project cost tracking system) as a supplement to Maximo for information extraction and project identification

oIdentify daily unapplied amounts, post to customer accounts, call on back-up and provide A.R

Ensure inter-company transfers are posted and handed off properly and non-customer payments posted properly

High accuracy of data entry utilizing advanced pre-created Excel spreadsheets for invoice payment confirmation

Ensured invoice line entry and calculation correctly balance against spreadsheet

Understands procurement processes, expense reports

Working knowledge of purchase requisitions and purchase orders

Working knowledge of tracking materials from ordering through receiving

Moderate knowledge of analyzing data, identify anomalies and resolve issues

Strict diligence, ensuring invoices were charged to the correct accounts and/or projects

Good written and verbal communication skills as well as ability to work with others to document and resolve issues

Intermediate Excel – pivot tables, lookup functions, etcetera

LaSalle Network @ In Marketing Project Assistant (Remote) – 10/17/22-3/3/23

Assisted business analysts, marketing & advertising utilizing Cortex for entering brands

Calculated percentages for consumer sales

Cost/demand – assisted with checking areas of possible business growth for Analysts

Assisted with overview of contract, specifically execution, necessary approvals and ensuring timely delivery; proofing compliance terms and periodically updated resource allocations.

Brilliant Financial @ Cresco Labs, Chicago (Remote) - Contractual

AP Coordinator, November 15, 2021 – May 13, 2022

Exact 3-way matching; periodic Vendor contact for pertinent information

High-volume data entry: Coded and entered 40-100 invoices daily using Cresco Lab’s Stampli system

Verified payments, specific processes etcetera through Sage Intacct system

Validated account change requests, last known telephone contact or email, per Finance’s fraud policy

Interacting with requisitioners/planners/employees for necessary paperwork or invoice approvals

Ensuring time restraints are within agreed upon turnaround/terms

Researched payments, reasons for holds/shortages, in Sage Intacct system

Fareva (formerly Avon), Contractual, Morton Grove, IL

AP Specialist, August 2020 – August 2021

Print, code, and enter 100+ invoices daily

Set up vendor accounts, per Procurement, Managed and supported vendor mailbox

Validated account change requests, last known telephone contact or email, per Finance’s fraud policy

Satisfied statement reconciliations (reviewing AG reports &/or outstanding balances) working with AP Analyst

Compensate short/past due payments and research reason

Auditing preparator and assistant

Assisted data analysts through guided selection

Purge duplicates, proofing and assisting analysts with standardizing data format.

Exact 3-way matching; Moderate to advance SAP functions

Posted checks, including -/+ balances, and correcting any errors

Researched GR, IR, Parked and PO resolution issues; Expenses reports, employee check requests

Assisted with running 1099 reports, as well as gathering setup information for new/changed vendors

Contact vendors for specific or needed changes both inquiring of theirs and giving Fareva changes to vendor

Interacting with requisitioners/planners/employees for necessary paperwork or invoice approvals

Ensuring time restraints are within agreed upon turnaround/terms

Assisted with AP projects requiring extensive research and/or auditing

IDCFS, Administrative Assistant-III, August 1988 -September 2005

Drafted, prepared & distributed correspondence and reports of a confidential, legal nature

Contract assistance: Under supervision, prepared and reviewed Department service contract proposals and renewals. Responsible for change notices and revisions

Aided management in organizational administrative activities, including evaluations and special projects

Helped created/edit SOPs for placement programs, changing from Investigations through family reunification

Payroll processing bimonthly, to include calculation, resolving any payroll discrepancies, provided auditing of payroll records, when questioned, maintaining and updating payroll records, preparing reports, and providing information to employees on payroll matters.

Worked in placement, investigations, and legal units

Auditing preparator for client file vital documentation

Research and evaluate potential vendors and suppliers

Request quotes and compare prices for maximum ROI

Create and maintain good relationships with vendors and suppliers

Ensure that the products and supplies are high quality

Maintain and update list of suppliers and their qualifications, delivery times, and potential future development

Aided with client medical insurance information/needs; sometimes supplying resources for other insurances

Prepare and process purchase orders

Coordination of meetings and conferences, Switchboard screening and resource aid

Paternity search/establishment to aid with placement of child(ren)

AR/AP for employee travel/purchases; Reconciliation of accounts and client aid

Cash application on family-serviced accounts, i.e., emergency placement

Education and Certification

Joliet Jr. College – Associate’s, Administrative Assistant & Liberal Arts – Graduated 2011

Governors State University, University Park, IL – Business, 2000 – 2001

https://linkedin.com/in/diane-gildon-b924a437

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