Accounts Payable Control Specialist II

Job Type: Regular

Time Type: Full time

Work Shift: Day (United States of America)

FLSA Status: Non-Exempt

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

Under the supervision of the manager/lead and following the established guidelines, performs a variety of processing and analytical tasks related to the accounts payable payment reporting and control function. Activities include: utilization of ERP system to: review daily payment/banking information loads, correct or release data into the ERP system upon verification, review payment forecasts, offset credit balances against applicable debits, review payment approvals and request additional information from vendor’s/colleagues/banks when necessary to enable accurate posting of the documents to our financial systems, approves vendor master file adds/updates for organization. Utilization of the IRS FIRE and International Tax Navigation Systems for 1099/1042 reporting is required.

Job Description:

Essential Duties & Responsibilities including but not limited to:

Prepare all payment processing functions for enterprise. 

This includes, but is not limited to:

• Preliminary payment forecasting
• Obtaining management approvals from Treasury/Accounting to release runs
• Exclusion of items not approved for payment
• Maintain pay cycle/run controls within ERP system.  Ensure that vendors are flagged accordingly.
• Initiate final processing of payment cycles
• Process manual payments as required
• Process ACH runs
• Verify bank receipt of payment files
• Process POSPAY files
• Post wires to ERP system
• Create and publish divisional funding reports (excel)
• Matching high dollar checks with their back up as per policy for manual signatures
• Account for all checks being mailed on the check distribution logs in the shared files. 
• Mail and distribute all checks in accordance with policy.

Process voids/reissues for payments in a timely manner. 

This includes, but is not limited to:

• Confirm that initial payment has not been cashed (check) utilizing the banking portal or outstanding check history files through Accounting
• Confirm that funds have been returned to the BILH account(s) prior to voiding records within the ERP system
• Escheat review and processing
• Ensure back up for voids are indexed into the electronic file system
• Confirm accuracy of all information for reissues
• Post payment/void activity in the ERP system 

Process and file annual 1099/1042 reporting for BILH.

This includes, but is not limited to:

• Review/correct 1099 vendor mismatch report, adjust withholding issues as needed
• Process test and final filings to the IRS through the IRS FIRE system
• Run the 1099 Misc process
• Mail 1099 forms
• Adjust 1099 file/forms as required per vendor communication and support
• Monitor and enter all vouchers for 1042 related disbursements.
• Enter pertinent passport and visa documentation into the International Tax Navigator system
• Submit 8233 forms to the IRS in a timely manner.
• File annual 1042 support with the IRS

Approve vendor additions and maintenance for Lahey Health within the ERP system. 

• Follow all IRS guidelines regarding 1099 vendors
• Ensure that vendors are added/maintained accurately based on the W8/W9, ACH, vendor initiated information provided
• Ensure that OIG sanctioning process is in place
• Provide guidance/training to colleagues regarding the vendor creation/maintenance process.

Liaison with IT and IS Computer Ops groups for all payment related issues and to ensure that printer functions for check processing are in accordance with our signing authority and policies. Back up for the check printing and stock replenishment function.  Handle check delivery in accordance to departmental policy. Validate and correct voucher recording issues (at the vendor level) which inhibit processing through to remittance. Confirm and adjust remit addresses and payment identifiers prior to disbursement cycle processing. Contact vendors via phone/email to:

• Clarify missing information
• Obtain W8/W9 documentation
• Obtain ACH information
• Obtain invoice/credit copies
• Settle balancing issues (ex. Inaccurate payment posting on the part of the vendor)

 Index documents into the electronic document repository.  Special projects as assigned by management as needed to meet the needs/goals of the department.

Organizational Requirements:

• Maintain strict adherence to the BILH Confidentiality policy.

• Incorporate BILH Standards of Behavior and Guiding Principles into daily activities.

• Comply with all BILH Policies.

• Comply with behavioral expectations of the department and BILH.

• Maintain courteous and effective interactions with colleagues and patients.

• Demonstrate an understanding of the job description, performance expectations, and competency assessment.

• Demonstrate a commitment toward meeting and exceeding the needs of our customers and consistently adheres to Customer Service standards.

• Participate in departmental and/or interdepartmental quality improvement activities. 

• Participate in and successfully completes Mandatory Education.

• Perform all other duties as needed or directed to meet the needs of the department.

Minimum Qualifications:

Education: High School Diploma or equivalent

Experience: Minimum of 2 years of Accounts Payable processing in a high volume, computerized corporate environment or equivalent experience in Accounts Receivable, Payroll, Expense or other transactional accounting area.

Skills, Knowledge & Abilities: Proficiency in Excel and ERP systems, preferably with Peoplesoft or a comparable platform, utilizing transactional accounting data. General knowledge of Accounts Payable practices, such as: · attention to detail · customer service – strong verbal and written communication skills · demonstrate strong interpersonal skills · ability to key invoices at a rapid pace with minimal errors (100 invoices daily) · demonstrate comprehension of general accounting principles · ability to analyze an issue and take it through to resolution · ability to work independently and as part of a team · demonstrate flexibility in prioritizing and completing tasks · proactively seek guidance, clarification and feedback

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment. Learn more about this requirement.

More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.

Equal Opportunity Employer/Veterans/Disabled