Accounts Payable Supervisor

The following information is designed to outline the functions and position requirements of this job. It does not identify all tasks that may be expected, nor address the performance standards that must be maintained.  In addition, job functions may change based on organizational need.

General Position Summary:

Perform, organize, supervise and lead all Accounts Payable functions. Ensure the accuracy and integrity of all requests for payments, processing invoices, issuing payments in the form of checks and direct deposits, maintaining vendor records, and organizing/maintaining all records relating to the AP process. Perform root cause analysis to identify barriers to timely and accurate output and formulate work plans for resolution.  Lead the development and growth of the Accounts Payable division to maximize performance.  Lead the coordination with Materials Management department to improve processes and workflows and meet payables deadlines.

Essential Functions / Major Responsibilities:

Under the supervision of the Assistant Controller and Controller:

• Perform and lead the day-to-day Accounts Payable function for Summit Healthcare Association and all its subsidiaries
• Support the Controller and CFO in the management of accounts payable and vendor relations
• Coordinate among the various department leads in obtaining appropriate approval, documentation, etc. in accordance with Company disbursement policies
• Facilitate, review and approve all payment processes
• Assist in the monthly reconciliation of invoice balances and provides the necessary activity information regarding banking and treasury
• Oversee the team in responding to vendor inquiries, with follow up for inquiry resolution
• Ensure AP compliance with internal controls and procedures
• Ensure the maintenance of vendor records and update vendor master data
• Ensure Accounts Payable staff is cross-trained and maintains desktop procedures
• Maintain vendor invoice files – paper or electronic
• Collects W9’s and verifies tax IDs for vendors and generates 1099’s for IRS reporting and any other AP-related reporting requirements including the annual financial audit
• Assist with monthly, quarterly review and annual audits including vendor statement reconciliations
• Ability to frequently interact with Directors, Administrators, and Physicians on payables related issues.
• Frequently attend or lead meetings with stakeholders to provide information and develop the AP division
• Identify and manage implementation of internal controls to prevent fraud and errors
• Display and promote proper etiquette and mannerisms that reflect the Shine Behavior Standards.
• Promote Patient First, Quality & Safety, Accountability, Respect, Communication and Teamwork as core values of the organization.

Supervisory Responsibility:

• Assume responsibility for all AP functions.
• Assume responsibility for quality & timeliness of AP output.
• Ensure all internal controls are followed.
• Monitor authenticity of vendors and payments.
• Oversee and direct the workload of the AP clerks and Accounting Generalist.
• Perform annual evaluations of AP clerks and Accounting Generalist.
• Responsible for ensuring all SHINE standards and organization values are adhered to by AP clerks and Accounting Generalist.

Secondary Functions: 

• Participate in departmental and hospitalwide informational meetings and inservices, including staff meetings, hospitalwide forums, and seminars.
• Review department and hospital wide policies and procedures annually.
• All other duties and special projects within scope as assigned.

Additional / Seasonal Responsibilities: 

• Work load increases during 4 and 1 quarters with 1099 processing and audits. 

Job Scope: 

• Regular and recurring work situations with occasional variations from the norm.
• A moderate level of complexity.
• Performance under independently-minimal supervision. 

Interpersonal Contacts:

• Are normally made with others both inside and outside the hospital.
• Are made with own department as well as other departments or locations.
• Frequently contain confidential/sensitive information necessitating discretion at all times.
• Are made via telephone, e-mail, and face-to-face interaction.

Specific Job Skills & Mental Activities:

This position requires operational knowledge of all equipment in the Accounting Department including: fax, printer, copy machine, phone systems, typing (50 wpm), 10-key calculator, and all computer programs required to retrieve and input information (including all Hospital Information Systems, MS Office, Adobe Acrobat, timekeeping system, internet, and e-mail).

This employee must be service oriented and have excellent customer service skills, computer skills, organizational skills, math skills, multitasking skills, professional interpersonal skills, time management skills, the ability to prioritize work, and telephone etiquette. 

• Must be detail oriented and process work accurately
• Proven ability to handle large volume of processing and data management
• Demonstrated ability to lead, mentor and train accounts payable team
• Ability to interact and communicate with all levels of individuals, inside and outside the organization, in a tactful and professional manner
• Strong verbal, written, and interpersonal communication and presentation skills
• Ability to identify continuous improvement measures to optimize team's performance
• Excellent organizational, problem-solving collaboration, and internal consulting skills
• Proven ability to work with minimal supervision, balance individual and team work volume, and effectively manage multiple priorities
• Highest standards of business ethics, honesty, and personal integrity
• Works well with others, yet can lead autonomously
• Takes ownership and is proactive

This employee must be familiar with and abide by all HIPAA, IRS, SSA, federal, and state rules and regulations. Must be able to read, write, speak, and understand English.

Education and Experience

·       High school diploma or equivalent (required)

·       Specialized certification and/or college degree in a related field (preferred)

·       Minimum 5 years Accounts Payable work experience with recent project or team leadership responsibility

·       Intermediate abilities with Microsoft Word, Excel and other office applications

·       Previous experience with accounts payable operating systems (required)

Physical Demands & Job Conditions:

Works is primarily performed in an office environment with exposure to electrical office equipment.  Frequently sits for 6-8 hours per day.  Repetitive movement of both hands with the ability to make fast, simple, repeated movements of the fingers, hands, and wrists.  Occasionally walks and stands.  Occasionally bends and twists neck.  Exerts up to 10 lbs. of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Worker is exposed to extensive computer work.

Physical motions include finger dexterity, standing, walking, talking, reaching, feeling, sitting, bending, grasping, listening/hearing, handling, lifting up to 25 pounds, and repetitive motions of the hands, wrists, and feet.

This is a safety sensitive position.

OSHA Exposure Category:

Involves no regular exposure to blood, body fluids, or tissues, and tasks that involve exposure to blood, body fluids, or tissues and are not a condition of employment.