ACCOUNTS PAYABLE SPECIALIST

Description

Summary & Objective

Ensures timely processing and payments of vendor invoices and expense vouchers, maintains accurate records and control reports, and is responsible for preparing accounts payable register and related reports.

Essential Functions

• Ensures accurate processing of incoming vendor invoices and credits
• Management payment Adhere to CHS policies regarding established 45-day payment terms unless authorized to take advantage of discounts or eliminate penalties.
• Matches vendor invoices with receiving documents and purchase orders ensuring all invoices have been appropriately authorized.
• Verifies coding of vendor invoices to proper general ledger expense accounts as per department policy and attaining proper approvals as necessary.
• Coordinates the approval and billing of invoices by the CBO for Ancillary Services in accordance with policy and procedures.
• Establishes and maintains recurring payables to ensure payments are made appropriately and timely.
• Prepares year end 1099 tax information.
• Maintains support for capitalized fixed assets.
• Monitors patient refunds to ensure duplicate payments do not occur.
• Maintain schedules, as directed to monitor expenses and to ensure company policies are adhered to with regards to (but not limited to) utility expense, conference attendance, and marketing expense.
• Coordinates with various departments and purchasers to correct discrepancies.
• Monitors invoices and maintains data for the monthly accruals and prepares appropriate journal entries.
• Reviews vendor statements and reconciles to processed invoices.
• Communicate effectively and professionally with suppliers and CHS staff regarding missing invoices, follow-up calls, and disputed items.
• Establishes and maintains individual electronic vendor files.
• Responsible for monthly closing of accounts payable.
• Manage appropriate payment 
• Prepares manual payment requests for vendors upon authorization and approval.
• Ensures that all garnishments are reconciled against payroll deduction report; vouchered and disbursed after payroll.
• Covers the front desk (receptionist) as required.
• Responsible for the integrity and accuracy of organizational documents and reports.
• Always maintain the policy of confidentiality.
• Completes all additional projects assigned by Controller, Director of Finance, Chief Financial Officer.

Other Duties

• Maintain your required license, certifications and mandatory skill updates.
• Comply with all policies, local, state and federal laws and regulations.
• Perform other duties as assigned.

Supervisory Responsibility

• No direct reports.

Physical Requirements

• Must be able to lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds, walk, climb stairs or ladders, stand for extended periods of time, etc.
• Works in office environment with moderate to loud noise level.
• Subject to frequent interruptions.
• Work schedule may include working beyond the typical schedule, including weekends and holidays.
• Hand dexterity required for data entry on keyboard, requiring finger dexterity and eye-hand coordination.

Disclaimer

The job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time.

EEOC Statement

CHS provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Requirements

Knowledge & Experience Requirements

• Minimum of two years of college and minimum of three years of accounts payable or accounting experience, or equivalent combination of education and experience.  
• Understanding of, or experience in the healthcare industry preferred.
• Must have the ability to understand and work with complex financial documents and reports.  
• Must have knowledge of excel and excel functions with strong mathematical skills
• Accounting ERP software experience is necessary, with Business Central preferred
• Knowledge of accounts payable automation tools
• Must be able to read, write and understand the English language