What are the responsibilities and job description for the Accounts Payable Specialist position at St. Charles Health System?
The Accounts Payable Specialist I provides accounting services to St. Charles Health System customers. This role functions in a fast-paced work environment with frequent interruptions, maintaining the highest degree of confidentiality at all times. The AP Specialist I maintains excellent customer service and is committed to professionalism, excellence and quality performance. Additionally, this role may provide broader support to the Financial Services teams. This position does not supervise other caregivers.
Essential Functions And Duties
Performs a variety of accounting tasks involved in maintaining financial records and processing related data such as invoices, checks, vouchers and other documents; monitors and reconciles accounts within financial statements.
Maintains interface with SCHS staff to obtain and provide information to verify or support financial records and ensure compliance with established SCHS policies and procedures; prepares correspondence and answer inquiries regarding accounting information as required.
Prepares various financial and accounting forms and logs.
Performs Accounts Payable tasks including but not limited to, invoice and payment processing, unclaimed property review, cleared check process and maintaining supplier files. Maintains contact with our internal and external customers regarding their payments.
Specific Duties
Codes and enters invoices in accounting system in a timely and accurate manner. Ensures proper W9 documentation is received, recorded and stored prior to supplier payment.
Audits invoices against purchase orders, researches discrepancies, and requests approval for payment.
Verifies and posts details of business transactions.
Prepares vouchers, invoices, checks, account statements, reports, and other records, and reviews for accuracy.
Assists with the monthly close process, ensuring accounts payable is closed with all related accruals for open purchase orders and unprocessed invoices.
Addresses any issues of employee non-compliance with the travel expense reimbursement policy and assist with resolution.
Assists in the delivery of new employee training of the expense reporting policies and reimbursement process.
Investigates and reconciles problems or issues with vendor/supplier payments and actively works and promotes teamwork with the Supply Chain team.
Assists with system configuration and other problem solving.
Assists in the development and maintenance of process documentation, including periodic calendars of accounts payable tasks, desk-top reference manuals for each work area, and training manuals.
Supports the 1099 Reporting and filing process.
Participates in process improvement work and assist in additional projects as directed.
Supports the vision, mission and values of the organization in all respects.
Supports Lean principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.
Provides and maintains a safe environment for caregivers, patients and guests.
Conducts all activities with the highest standards of professionalism and confidentiality. Complies with all applicable laws, regulations, policies and procedures, supporting the organization’s corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.
Delivers customer service and/or patient care in a manner that promotes goodwill, is timely, efficient and accurate.
May perform additional duties of similar complexity within the organization, as required or assigned.
Education
Required: High school diploma or GED.
Preferred: Two-year Accounting degree.
Licensure/Certification/Registration
Required: N/A
Preferred: Accredited Payables Specialist (APS) through the Institute of Finance and Management (IOFM) or Certified Accounts Payable Practitioner (CAPP) through the Institute of Financial Operations and Leadership (IFOL).
Experience
Required: N/A
Preferred: Two years accounting experience.
Essential Functions And Duties
Performs a variety of accounting tasks involved in maintaining financial records and processing related data such as invoices, checks, vouchers and other documents; monitors and reconciles accounts within financial statements.
Maintains interface with SCHS staff to obtain and provide information to verify or support financial records and ensure compliance with established SCHS policies and procedures; prepares correspondence and answer inquiries regarding accounting information as required.
Prepares various financial and accounting forms and logs.
Performs Accounts Payable tasks including but not limited to, invoice and payment processing, unclaimed property review, cleared check process and maintaining supplier files. Maintains contact with our internal and external customers regarding their payments.
Specific Duties
Codes and enters invoices in accounting system in a timely and accurate manner. Ensures proper W9 documentation is received, recorded and stored prior to supplier payment.
Audits invoices against purchase orders, researches discrepancies, and requests approval for payment.
Verifies and posts details of business transactions.
Prepares vouchers, invoices, checks, account statements, reports, and other records, and reviews for accuracy.
Assists with the monthly close process, ensuring accounts payable is closed with all related accruals for open purchase orders and unprocessed invoices.
Addresses any issues of employee non-compliance with the travel expense reimbursement policy and assist with resolution.
Assists in the delivery of new employee training of the expense reporting policies and reimbursement process.
Investigates and reconciles problems or issues with vendor/supplier payments and actively works and promotes teamwork with the Supply Chain team.
Assists with system configuration and other problem solving.
Assists in the development and maintenance of process documentation, including periodic calendars of accounts payable tasks, desk-top reference manuals for each work area, and training manuals.
Supports the 1099 Reporting and filing process.
Participates in process improvement work and assist in additional projects as directed.
Supports the vision, mission and values of the organization in all respects.
Supports Lean principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.
Provides and maintains a safe environment for caregivers, patients and guests.
Conducts all activities with the highest standards of professionalism and confidentiality. Complies with all applicable laws, regulations, policies and procedures, supporting the organization’s corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.
Delivers customer service and/or patient care in a manner that promotes goodwill, is timely, efficient and accurate.
May perform additional duties of similar complexity within the organization, as required or assigned.
Education
Required: High school diploma or GED.
Preferred: Two-year Accounting degree.
Licensure/Certification/Registration
Required: N/A
Preferred: Accredited Payables Specialist (APS) through the Institute of Finance and Management (IOFM) or Certified Accounts Payable Practitioner (CAPP) through the Institute of Financial Operations and Leadership (IFOL).
Experience
Required: N/A
Preferred: Two years accounting experience.