Account Payable and Payroll Specialist

JOB SUMMARY:

Responsible for providing transaction support in the area of Accounts Payable and Payroll. Will work with the Accounting Specialist to assure efficient maintenance of invoice processing and vendor payments and accurate payroll processing. Exhibits the F.I.R.S.T. values (Friendliness, Innovation, Respect, Service, and Trust).

ESSENTIAL FUNCTIONS, DUTIES AND RESPONSIBILITIES:

• Enter all mis-punches, PTO, STI and other changes to payroll on Kronos.

• Download payroll from Kronos to Meditech.

• Verify data transferred. Corrections of individuals and batch totals.

• Perform all procedures in processing payroll. Demonstrate proficiency in all steps and verifications of payroll.

• Upload Paystubs to Online Vendor each Pay Period.

• Print manual checks for Associates that do not have direct deposit information.

• Print payroll total sheets to create invoice from the deductions from payroll i.e. United Way, Jewelry sales, all garnishment and gift shop. Write AP checks to send out. Email registers that do not require a check for payment.

• Combine payroll tax deductions and employers payroll taxes to create 941 totals. Responsible for transmittal of 941 deposits from direct deposit vouchers and all manual payroll checks.

• Upload Payroll to online ACH Vendor for Federal Reserve Distribution.

• Field phone calls from associates that did not receive correct payroll - i.e. didn't write down information on benefit sheet or did not clock in or out.

• Process manual correction checks - print, sort and stuff.

• Process monthly Milestone checks - print, sort and stuff.

• Do research on Associates payroll from various pay periods.

• Put Associates direct deposit information on Meditech.

• Change incorrect badge information on existing Associates.

• Teach Kronos to other department personnel and be available for any questions they have.

• Open daily mail.

• Sort mail into Non-PO and PO.

• Set up any new vendors in Meditech with correct addresses, terms, bank information and 1099 information. Maintain this dictionary as needed.

• Enter all approved non-PO invoices into the system. Checking for accuracy on invoice number, date, amount, GL code. Research any issues and check remit for addresses.

• Make sure all invoices are for correct amount - no sales tax except for CKASC.

• Enter SC# invoices into Meditech.

• Match invoices against PO's. If there is an issue, research completely for problem before invoice goes on hold. Notify Materials Management of the issue by scanning invoices into OnBase with note written on invoice why invoice does not match PO.

• Match PO invoices on Meditech - ensuring that freight has been entered and coded to correct department, changing codes as needed.

• Pull off any questionable or incorrect invoices or any that are wrong. Work with Materials Management to resolve any questions or problems.

• Work with vendors - i.e. short pays, open invoices that are on hold.

• Work monthly statements to ensure that no invoice has been overlooked and payment has been received by vendors.

• Send current credits to Materials Management for their approval before use of a credit. Research first and only send unknown credits and all Medline credits to Director of Materials Management.

• Transfer batches from Materials Management to AP. Research and fix any batches that did not transfer correctly.

• Each day post all A/P batches. Close out the previous day in A/P.

• Print A/P checks. Get second signature on checks greater than $20,000.00.

• Scan all invoices into OnBase at point of entry into Meditech.

• Run any manual checks that need to be paid before regular A/P run.

• Research old open invoice, process for payment or discuss discrepancy with vendor.

• Process VISA payments to our chosen VISA vendors.

• Work closely with Materials Management and Human Resources for completeness and accuracy of all work between our departments.

• Demonstrates commitment to accountability and growth to maintain and expand knowledge and skills.

• Contributes to the achievement of the mission and philosophy of the Organization.

• Contributes to the effective operations of the Organization by demonstrating dependability in job performance.

• Demonstrates a commitment to incorporating the core concepts of patient family centered care into practice (dignity, respect, information sharing, and participation).

• Demonstrates a commitment to the development and implementation of shared governance across the Organization.

• Performs other related duties as assigned.

WORKING CONDITIONS, HAZARDS AND PHYSICAL EFFORT:

Works in a well lighted area. Must be able to move or position 10 lbs. independently.

CONTACTS WITH OTHERS:

All Associates.

EQUIPMENT USED/SPECIAL SKILLS REQUIRED:

Strong computer, organizational, communication, and analytical skills. Microsoft Office a must. Must be detailed-oriented.

Three to five (3-5) years experience in Accounts Payable and Payroll preferred.