Accounts Payable Specialist

Coffee Regional Medical Center

Accounts Payable Specialist

POSITION SUMMARY

• Perform accounting and clerical tasks related to the efficient maintenance and processing of accounts payable transactions.

OVERVIEW

• The evaluation is to ensure individual performance, departmental goals and organizational goals are aligned. It is designed to support communication between the manager and the employee. Employee perception of their own performance is very important. To maximize the benefit of this process, both the manager and the employee participate in the evaluation process.

QUALIFICATIONS

A. Knowledge, Skills and Abilities

• Excellent customer service skills.

• Reads and understands the English language.

• Ability to think critically and analytically with little or no supervision.

• Ability to work effectively in situations of high stress and conflict and communicate goals and outcomes.

• Ability to process information and prioritize tasks based on level of urgency.

• Possesses exceptional verbal, written, and electronic communication skills.

• Possesses independent work habits, is self-reliant and self-directed.

• Ability to learn, adapt, and change as required by the job functions.

• Ability to maintain absolute confidentiality of material and information accessed and reviewed.

• Computer fluency- Ability to work with multiple software systems, including, but not limited to, Microsoft Office Suite, Paragon, AP Smart.

• Ability to use Excel to reconcile vendor statements in a timely manner.

• Ability to utilize email as a primary form of communication with vendors and managers.

• Ability to move freely, reach, bend, and complete light lifting.

• Ability to use good body mechanics while performing daily job functions and ability to follow specific OSHA guidelines.

• Ability to maintain attendance to meet standard job practices.

B. Education

• Bachelor’s degree and/or 2 years AP experience.

C. Licensure

• N/A

D. Experience

• Two years of related accounting experience.

• Thorough understanding of general ledger accounting practices.

• Demonstrated analytical and communication skills.

E. Interpersonal skills

F. Essential technical/motor skills

G. Essential physical requirements

• Sedentary: Exert up to 10 lb. of force occasionally and/or a minute amount frequently - greater than 75%

H. Essential mental requirements

I. Essential sensory requirements

J. Other

• Ability to perform the essential functions of the job.

• Ability to apply generally accepted accounting principles, cost accounting regulations, and health care policies and procedures to a variety of situations.

• Ability to interpret complex policies and communicate information in an easily understood manner.

• Use of professional judgment in reaching business solutions.

• Recommends changes based upon analysis performed and specialized knowledge.

• Excel and Word experience required.

K. Equipment used.

OTHER QUALIFICATIONS

A. Exposure to hazards (body fluid exposure level)

• Level III

B. Age of Patient Populations Served

• No patient contact - none

JOB SPECIFIC DUTIES AND PERFORMANCE STANDARDS

• Below are those tasks, duties, and responsibilities that comprise the means of accomplishing the position’s purpose and objectives. These are critical or fundamental to the performance of the position. They are the major functions for which the person in the position is held accountable. Following are the essential functions of the position, along with the corresponding performance standards.

o Verifies vendor's statements, invoices, freight bills and other accounts payable with company records; corrects and/or reports discrepancies, and processes payments within assigned dollar amount according to established standards.

o Reconcile vendor statements with the accounts payable system. Investigate aged invoices and liaise with appropriate managers for review and approval.

o Receive and forward invoices to department managers for review and approval. Ensure all payment requests have appropriate documentation and requisite approval before entry into the accounts payable system.

o Prioritize invoice payments to take advantage of cash discounts, avoid penalties, and adhere to agreed-upon payment terms.

o Interface with project managers to ensure timely purchase orders and verify vendor invoices are reasonable and properly approved. Maintain effective communication with vendors and respond to payment inquiries promptly.

o Review approved expense reports to ensure compliance with company policies and process them for payment.

o Assembles, sorts, matches, calculates, checks, posts, codes, and files specialized financial and statistical data as per assigned responsibilities.

o Prepares invoices for related parties and resolve any discrepancies.

o Maintains signed IRS Form W-9s, vendor service agreements, and other necessary contracts on file. Provide documentation support for audits.

o Processes various types of reports, tabulated lists, calculations, postings and forms.

o Prepares check log and uploads Positive Pay to online banking on a daily basis.

o Issues payments to vendors and coordinates with the Controller to determine the release of payments of vendors.

o Assists in the more complex and specialized accounting support functions as assigned.

o Performs similar job-related duties as assigned.

o Adheres to fire, safety, and infection control policies and procedures.

o Provides information and assistance to the external auditors as directed.

o Knowledgeable with GAAP and new FASB's related to hospital.

o Interacts with internal and external auditors and participates in auditing projects. May supervise or train lower-level accounting staff.