What are the responsibilities and job description for the AP Staff Accountant position at ELM Management Services, LLC?
Essential Functions:
Accounts Payable and Expense Management:
- Receive, review, and process vendor invoices through Tipalti, ensuring proper three-way matching of purchase orders, receipts, and invoices across multiple entities.
- Code invoices accurately to the appropriate general ledger accounts, departments, locations, cost centers, and entities within Tipalti and the accounting system.
- Manage vendor onboarding and maintain accurate vendor records, including tax documentation and banking information within Tipalti.
- Monitor invoice approval workflows, ensuring timely routing and proper authorization in accordance with company policies and internal controls.
- Resolve invoice discrepancies by coordinating with vendors and internal departments to ensure accurate and timely payment processing.
- Process vendor payments via ACH, check, wire transfer, or credit card after obtaining the required approvals.
- Reconcile accounts payable subledgers and Tipalti payment reports to the general ledger, ensuring all transactions are accurately recorded and cleared.
- Prepare and review monthly accounts payable aging reports and research outstanding balances across multiple entities.
- Prepare, review, and support annual Form 1099 reporting, ensuring vendor tax classifications and reportable payments comply with IRS requirements.
- Review, code, and process employee expense reimbursements, ensuring compliance with company policies.
- Manage the monthly credit card reconciliation process
- Maintain organized digital documentation for invoices, approvals, receipts, payment confirmations, and audit support.
- Assist in improving AP processes, strengthening internal controls, and identifying workflow efficiencies.
- Allocate income by dimension (e.g., department, location, entity) to ensure correct categorization
- Record daily revenue deposit and confirm total monthly, ensuring accurate reporting
- Record and track deferred revenue, ensuring proper recognition in financial statements
- Reconcile Accounts Receivable and collections balance to the Ledger from the Healthcare Revenue System
- Assist with month-end and year-end closing activities, including accounts payable reconciliations.
- Prepare and post accruals related to accounts payable, credit card activity, and recurring expenses.
- Prepare and monitor prepaid expense schedules and related journal entries.
- Allocate loan interest expense to the appropriate entities and general ledger accounts.
- Assist with account reconciliations and other general accounting responsibilities.
- Support external audits by providing requested documentation and schedules.
- Perform other accounting and administrative duties as assigned to support the Finance Department.
Other Accounting Functions:
- Assist the finance department with month-end and year-end closing processes
- Manage accrued expenses and prepayments, ensuring accurate and timely posting
- Allocate interest expense from loan payments to the appropriate accounts
- Reconcile intercompany accounts, ensuring accuracy across different entities within the organization
- Perform various administrative and accounting tasks as needed to support the department
Knowledge, Skills, and Abilities:
- Strong understanding of accounting principles, accounts payable processes, and internal controls.
- Experience processing invoices and payments through Tipalti or a similar payment automation platform.
- Experience performing corporate credit card reconciliations and expense management.
- Proficiency in Microsoft Excel and accounting software; ERP experience required, with Sage Intacct experience preferred.
- Strong attention to detail with excellent analytical and reconciliation skills.
- Ability to prioritize multiple deadlines while maintaining a high level of accuracy.
- Strong organizational, communication, and time-management skills.
- Ability to work independently while collaborating effectively with internal teams and external vendors.
- Ability to maintain confidentiality and exercise sound professional judgment.
- Ability to function effectively in a fast-paced, multi-entity accounting environment.
Qualifications & Requirements:
- Associate or bachelor’s degree in accounting, finance, or a related field preferred
- 3 years of accounting experience, preferably in a multi-entity or healthcare environment
- Previous experience in accounts payable or a staff accountant role is highly desirable, with health care focus being a plus
- Proficiency with accounting software and Microsoft Excel (experience with ERP systems is a plus). Experience with SAGE Intacct software also a plus
- Payment automation platform experience, such as Tipalti or Bill.com, is a plus
- Access to reliable internet and telephone services, specifically 10M download and 5M upload packages or higher as well as a strong WiFi signal from your remote work location
- Must meet pre-employment requirements and maintain all applicable state and job-related guidelines for background screening. Depending on state-specific requirements, this may include drug testing, health screening, CPR/Basic First Aid, and license/credential verifications
Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.
Physical Requirements & Working Conditions:
These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the job. Reasonable accommodation can be made to enable people with disabilities; these are made on a case-by-case basis.
While performing the responsibilities of the role, the employee is required to talk and hear. The employee is often required to sit and use his or her hands and fingers. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. Vision abilities required by this job include close vision.
Limitations and Disclaimer:
The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position. Other duties may be assigned from time to time.
Equal Employment Opportunity Statement:
ELM is an equal opportunity employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, gender, gender identity or expression, sex, sexual orientation, transgender status, gender dysphoria, national origin, age, religion, disability, military, and veteran status, marital or parental status, citizenship status, genetic information or any other factor which cannot lawfully be used as a basis for an employment decision.