Accounts Payable Clerk

Title:  Accounts Payable Clerk

Department: WMCHC Finance

Mission: Responsible managing the full-cycle AP process to include timely processing of all invoices, matching invoices to purchase orders and ensuring proper coding. Preparation of all check requests. Maintain W9’s and all vendor files. Allocate all expense costs across departments and proper accounting periods. Monitor AP aging for proper vendor coding. Ensure compliance with HRSA regulations, maintain vendor relationships, and reconcile accounts.

Authority: Responsible to the Controller.

Duties/Responsibilities:

Invoice Processing: Receives, codes, and enters vendor invoices (clinical supplies, pharmacy, IT, utilities) into the accounting system, ensuring correct general ledger and grant/program allocation.

• Prepare all invoices in a timely manner for all invoices received from Purchasing, interoffice departments, and mail.

Payment Execution: Prepares weekly check runs, ACH, and credit card payments in compliance with vendor terms and internal procurement policies.

• Efficiently and accurately posts all payables to computer system for processing.  Review invoice for proper approval, g/l coding, mathematical accuracy, etc.

Reconciliation & Compliance: Reconciles vendor statements, researches discrepancies, and maintains compliance with FQHC/HRSA regulations.

• Run weekly AP selection for payment.  Review all invoices to ensure proper amount, coding, proper purchase order or departmental approval, etc. Review coding when putting checks together.
• Match copies of checks printed to invoices awaiting approval for payment.  Give to Controller and/or CFO.
• Review, appropriately reconcile and follow up with vendor statements each month.
• Assist in reconciling the detail g/l account to the Accounts Payable subsidiary ledger

Vendor Relations: Responds to vendor inquiries professionally to resolve payment issues.

Record Maintenance: Maintains organized, accurate, and up-to-date AP files, including W-9 forms and 1099 support.

• Timely research and respond to various Accounts Payable questions and inquiry’s from vendors

Record Maintenance: Maintains organized, accurate, and up-to-date AP files, including W-9 forms and 1099 support.

• Work with accountants to accurately report all 1099 reportable payments
• Maintain accuracy of accounts payable database and filing system

Audit Support: Assists with month-end/year-end closing and provides documentation for financial audits.

• Accurately prepares various monthly reports as directed by appropriate personnel
• Performs other duties as assigned to support the efficient operation of the department

Competencies:

Full-Cycle Accounts Payable: Managing the end-to-end process, including receiving, coding, and entering high volumes of invoices (clinical supplies, pharmacy, facility, and administrative).

Grant & Program Tracking: Ability to allocate expenses accurately across various grants, cost centers, and programs.

3-Way Matching: Matching invoices to purchase orders (PO) and receiving documents to verify goods/services.

HRSA/Compliance Knowledge: Understanding FQHC-specific compliance requirements, including audit support for grant documentation and 1099 reporting.

Month-End Closing: Assisting with AP accruals, aging reports, and reconciliations.

Accounting Systems: Experience with software such as Sage, or EHR systems (eCW)

Data Entry Skills: High speed and accuracy with 10-key calculators and data entry.

Advanced Excel: Proficiency in Microsoft Excel (spreadsheets, formulas) for reconciling and reporting.

Vendor Management: Reconciling monthly vendor statements, resolving discrepancies, and maintaining positive relationships.

Communication: Effective, professional communication with internal departments (clinical staff, administration) and external vendors.

Customer Service Orientation: Resolving payment discrepancies or disputes in a professional manner.

Required Minimum Qualifications:

• High School Diploma
• Minimum of 5 years of accounts payable, accounting, or bookkeeping experience, preferably in a healthcare environment

Added-Value Qualifications and Experience:

• Experience with an FQHC or Healthcare setting

Required Skills/Abilities:

• Commitment to and demonstration of excellent internal and external customer service
• Attention to detail, ability follow processes and procedures from beginning to end
• Strong organizational skills; ability to balance priorities and contribute as a team player within the organization
• Entrepreneurial spirit, intellectual curiosity, high energy, positive attitude and diplomatic
• Has computer skills and ability to learn/operate software programs including but not limited to accounting software and Excel.
• Maintains professional appearance and demonstrates professional attitude at all times