Detailed & Focused

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

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

Skills

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

Excel, SAP, Oracle; earlier (Ariba, JD Edwards, NetSuite, PeopleSoft) Stenography; novice (Basware, Cortex, Coupa, Smartsheet, Sage Intacct, Stampli)

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

Time/Payroll processing (older Great Plains, AS400); Insurance claim processing.

Typing 60-93wpm, High Data Entry accuracy.

Contractual/temporary Work Experience

OSI Group / AP Specialist, October – Current

Utilizing their Basware system & SAP, removing, and/or finding duplicates, non-OSI invoices, statements, reports, BOL, POD, or any other foreign paperwork from the system.

3-way matching and validating invoices to process by designated AP Clerk

Attentively checked OCR for correct capture in company’s Basware system to ensure data placement into correct field and correct documents attached.

Assisted with journal entries by reconciling discrepancies, requested statements to view against computer records ensuring entry was correct.

Researching disputes for validity or completeness of financial transactions by email or telephone communication.

Phaxis LLC / GAF (Remote) - Account Payables Clerk

March 10 – April 15, 2025

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

Collaborate with peers to keep acceptable time limits and support the fleet/rail business invoices.

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

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

Ensured invoice line entry and calculation correctly balance against spreadsheet.

Staying aware of rail shipment time limit, ensuring processing as soon as possible

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

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

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

Ensured invoice line entry and calculation correctly balance against spreadsheet.

Working knowledge of purchase requisitions and purchase orders

Working knowledge of tracking materials from ordering through receiving

Strict diligence, ensuring invoices match correct accounts and/or projects.

Good written and verbal communication skills to document and resolve issues.

LaSalle Network @ In Marketing Project Assistant (Remote) – 10/17/22-03/03/23

Aided business analysts, marketing & advertising, using Cortex for entering brands.

Calculated percentages for consumer sales

Cost/demand – helped with checking new subdivision growth for Analysts.

Aided with overview of contract, specifically execution, necessary approvals and ensuring prompt delivery, proof compliance terms, and periodically updated resource allocations.

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

AP Specialist, August 2020 – August 2021

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

oRecording payments and reconciling accounts to keep up-to-date and correct financial records.

oAssisted with Researching discrepancies or errors.

oCustomer follow-up: Managing follow-up notifications and responding to standard billing inquiries.

oAccount monitoring knowledge due to periodically helping Supervisor, mostly overdue bills.

oMonthly balance check assignment and periodically quarterly

Periodically compensated for short/past due payments and researched reasons.

Assigned appropriate GL codes to invoices, also reclassified or reversed journal entries to the correct GL account.

Assisted with verification of entries balanced before finalization.

Periodically categorized transactions, invoices, receipts, and expense reports to ensure they posting to the correct accounts.

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

Researched GR, IR, Parked and PO resolution issues, Expense reports, employee check requests.

Assisted with running 1099 reports; also interacted with requisitioners/planners/employees for necessary paperwork or invoice approvals.

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

Prepared legal correspondence for court, family, or agency communication through dictation or manually.

Contract aid: Under supervision, Department contract proposals and renewals prepared and reviewed.

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

Assisted creating, and/or editing 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, keeping and updating payroll records, preparing reports, and providing information to employees on payroll matters.

Auditing preparator for client file vital documentation

Researched for products and supplies in need for families, comparing product quality and cost, when necessary, purchase for Placement.

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

Prepared and processed purchase orders and invoices

Coordination of meetings and conferences, Switchboard screening, and resource aid

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

AR/AP for employee or family travel/purchases

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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