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SCOPE OF POSITION:
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Under the supervision of the Director of Finance, the Accounts Payable Supervisor is responsible for the accounts payable records, accounts payable system controls and maintenance, all functions associated with processing invoices, cash flow and related cash disbursement process, informational needs, accounting assistance, and various team functions involving other Hospital departments.
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RESPONSIBILITIES:
- Participate on weekly AP spend planning calls with Corporate Treasury and Hospital Leadership to determine the weekly spend allocation. It is the responsibility of the AP Supervisor to manage the vendor allocation and determine which vendors/invoices get paid each week.
- Collaborate with Corporate Treasury, Materials Management and Department Managers when credit hold situations arise to resolve expeditiously and minimize impact to patient care.
- Coordination of staff functions to include supervision, timekeeping and performance management.
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- Set-up new vendors and perform vendor code maintenance as necessary. In addition, work in conjunction with Purchasing department personnel to identify and resolve other vendor code issues.
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- Coordinate overall activity in the Accounts Payable department including tasks associated with the processing of invoices (i.e. identifying1099 reportable transactions, maintaining invoice templates, entering vouchers, filing batches, maintaining separate capital files, validating account number coding, vendor credits, negative balances, statements, verifying supporting documentation and authorized signatures, duplicate invoices, tickler file, unmatched report, etc.).
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- Prepare weekly cash flow projections (including any special vendor payment arrangements) and monitor actual cash disbursements against these projections.
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- Perform all aspects of the vendor payment function including generating and processing check runs, voiding checks, stop payments, manual checks, electronic payments, positive pay, etc.
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- Prepare routine and ad hoc reports and provide other documentation as necessary in response to requests for information.
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- Work in conjunction with Purchasing, Materials Management, Information Services and other departments as appropriate to accomplish joint tasks (i.e. recovery services audit, 1099s, unclaimed property filings, personal property tax filings, archiving accounts payable information in conformity with record retention guidelines, cleaning up listing of unmatched receivers, etc.)
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- Perform system maintenance and balancing and maintain system integrity and controls.
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- Maintain contract files, including the setting up and releasing of invoice templates where appropriate, and manage specific vendor accounts.
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- Keep the CFO, COO, Director of Finance and the other members of the Accounting Team apprised of all items and events of a material nature in a timely manner to allow adequate time for them to respond.
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- Perform other similar duties as required or requested.
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REQUIREMENTS:
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- Associates degree in Accounting or equivalent bookkeeping experience.
- Minimum 3 years experience in accounts payable function.
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- Strong organizational skills. Self motivated.
- Ability to work under pressure, with difficult people and in difficult situations.
- Must have basic computer skills and ability to access internet and other programs applicable to Waterbury Hospital procedures.
- Perform automated functions that fall within job responsibility.
- Working knowledge and prior experience with automated three-way matching system is preferred.
- Excellent interpersonal skills with ability to relate well, communicate effectively, and interact internally and externally with vendors and employees (including all levels of management).
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