What are the responsibilities and job description for the Accounts Payable & Payroll Specialist (per diem) - Finance position at billingsclinic?
Under general supervision, this hybrid role integrates accounts payable and payroll functions to ensure accurate and timely processing of financial transactions. The specialist supports both areas by adhering to organizational policies, resolving discrepancies, and providing exceptional service to internal and external stakeholders.
Essential Job Functions
- Processes vendor invoices for payment, including matching invoices with receipts and purchase orders, verifying mathematical accuracy and ensuring appropriate approvals and general ledger coding.
- Resolves discrepancies between invoices, purchase orders, and vendor statements by coordinating with the Supply Chain, Billings Clinic management, and vendors.
- Posts approved non-purchase order invoices into the system, ensuring accurate data entry.
- Proofs and edits invoice entries to ensure all information is accurate and available discounts are applied.
- Responds to vendor inquiries regarding late payments, discrepancies, overpayments, and underpayments, resolving routine issues in a timely manner.
- Generates manual checks as needed, with appropriate documentation and ledger assignments.
- Initiates weekly accounts payable check runs, matching remittance to invoices to verify completeness.
- Uses tools like MHC to research vendor and manager inquiries effectively.
- Reviews and audits payroll timesheets to ensure compliance with Billings Clinic policies and Fair Labor Standards Act (FLSA) requirements.
- Responds to employee inquiries about payroll deductions, wage rates, tax information, and other payroll-related matters.
- Prepares payroll adjustments such as back pay or base rate changes in coordination with Human Resources.
- Processes payroll deductions for miscellaneous items, including dietary, gift shop, and garnishments.
- Prepares manual payroll checks, calculating wages, taxes, and deductions as required.
- Prepares payroll checks for mailing to employees not enrolled in direct deposit.
- Reviews timesheet edit reports during payroll processing, ensuring data accuracy and completeness.
- Coordinates with Human Resources on payroll issues related to leaves of absence and benefits disbursement.
- Processes contract labor and locum invoices, ensuring accurate documentation and timely payment.
- Serve as a resource for department managers, staff, and vendors, communicating policies and guidelines effectively.
- Participate in training sessions for new hires and provide ongoing education to staff regarding accounts payable and payroll systems.
- Ensure adherence to regulatory requirements, including IRS standards for 1099 processing and payroll tax compliance.
- Identify opportunities for process improvement and assist in implementing technological solutions.
- Supports and models behaviors consistent with Billings Clinic’s mission, vision, values, code of business conduct and service expectations. Meets all mandatory organizational and departmental requirements. Maintains competency in all organizational, departmental and outside agency standards as it relates to the environment, employee, patient safety or job performance.
- Performs all other duties as assigned or as needed to meet the needs of the department/organization.
