Accounts Payable Specialist

Accounts Payable Specialist

This person will function as an accounts payable specialist and is responsible for all of the duties and functions as dictated by the Policies and Procedures in order to ensure effective, efficient and accurate financial information. These duties and responsibilities are not set forth for the purpose of limiting the assignment of work. This is not to be construed as a complete list of duties. This position may include occasional overtime.

Daily Duties

Manage AP Inbox. Print and distribute all invoices to appropriate AP Staff for processing. Review statements and requests for payment status. Open and date stamp both inter-facility and outside mail daily and distribute to the proper individuals

Forward non-PO invoices for assigned companies to appropriate Manager for approval

Handle all vendor phone calls for assigned companies

Research and resolve invoice discrepancies and issues timely

Perform 3-way match (PO, Invoice, Goods Receipt) for assigned companies and communicate discrepancies (quantities, pricing, outstanding receipts, etc.) to the Purchasing Department

Respond to all emails and voicemails daily

Scan all invoices to the electronic invoice storage system

Weekly Duties

Set invoices up for payment and run checks / ACHs weekly (or as needed) and match to the appropriate invoices and other support

Separate checks requiring dual-authorization and give to AP Supervisor for review

Mail signed checks and required attachments

File paid invoices timely and save copies of scanned checks to Accounting folder

Scan copies of invoices posted to the GL prepaid account to the network Accounting folder along with copy of remittance support when paid

Review PO Clearing and Open PO reports to address missing or problem invoices

Monthly Duties

Escalate invoice issues to AP Supervisor as identified

Meet monthly with AP Supervisor to review outstanding items prior to monthly close

Cut 1st of the month checks as scheduled for doctors, rents and other miscellaneous transactions

Audit AP processed invoice binders-compare to AP Trial Balance report-investigate and correct any discrepancies

Review expenses in GL for each assigned company and make corrections as needed or contact vendor if missing invoices are identified

Miscellaneous Duties

Review vendor statements monthly / quarterly / annually as needed and maintain on tracking worksheet.

Assist with year-end audit by providing supporting documentation

Assist AP Supervisor with preparing Forms 1099 and 1096 for government reporting

Complete Healthstream assignments timely

Attend relevant training sessions in-house and / or attend outside job related seminars if available during the year

Order office and coffee supplies for Finance staff when needed

Other projects as assigned

Education, Experience Training and Licenses / Registrations :

High School Diploma or GED (Required)

Minimum 1 year experience in Accounts Payable (Required)

Knowledge and Skills :

o Knowledge of accounts payable, Sage 100 experience is a plus

o Typing and computer skills

o Proficiency in MS Office. Intermediate proficiency in Excel preferred.

o Ability to organize and set priorities

o Strong attention to detail

o Communicates clearly and professionally

o Problem solving

o Can work independently and in a team environment

o Maintain confidentiality