Accounts Payable Specialist

POSITION TYPE: Hourly, Non-Exempt

BARGAINING UNIT: Bargaining Unit

WORK ENVIRONMENT: Hybrid

SEIU Healthcare IL Benefit Funds is a dynamic healthcare organization committed to providing the highest quality health and retirement benefits in the most financially responsible manner, while always acting in the best interest of the union members. We serve over 20,000 union workers in the Nursing Home, Home Care, Child Care and Personal Assistance industries with health and pension benefits. Our employees epitomize the Fund’s core values of quality service, interdependence, effectiveness, and accountability through the alliance to each other, the organization and those we serve.

Position Summary:

The Accounts Payable Specialist is responsible for a full range of analytical review processes related to invoice processing and the creation and modification of vendors for various Funds. This role is the accountable point person for ensuring that payment requests follow the Fund’s policy and procedures and verifying appropriate tax documentation. Multiple verification sources are utilized, including QuickBooks, Smartsheet, IRS TIN Matching, and other applications. The Accounts Payable Specialist is also responsible for reporting, investigating, and solving discrepancies; analyzing payment trends, reconciling accounts payable, and reporting directly to the Accounting Supervisor.

This position must maintain excellent working relationships with peers in the Accounting Department and all key stakeholders related to the Fund Office.

The Accounts Payable Specialist will be responsible for the following:

Key Duties and Responsibilities:

· Process the accounts payable for all Funds in QuickBooks, including entry of invoices, interfund allocation calculations, check process, and positive pay files

· Monitor the timely receipts for all invoices and ensure that invoices are submitted on a timely basis

· Maintain vendors list for all funds in QuickBooks and periodically review for consistency

· Manage invoices email inbox to track receipt of billings

· Update Smartsheet Invoice Tracker with all received invoices to route them for subsequent review and approval

· Enter administrative expense vendor billing into the banking system and setup/update vendor ACH templates in the banking system for approval

· Maintain meticulous records of outstanding payable

· Process year end 1099’s for applicable accounts payable vendors

· Prepare and reconcile interfund billing activities between all Funds

· Provide daily assistance to various stakeholders regarding status of invoices and invoice-related issues through email or phone

· Gather the required documentation for the Controller to verify the legitimacy of vendors by contacting external sources and reviewing data within systems such as QuickBooks and IRS TIN Matching application

· Prepare reports and investigate variances for Accounts Payable balance sheet and accounts and suspense accounts in QuickBooks

· Serve as the Accounting Department liaison with the Member Service Department for Senior Child Care reimbursements through project management software

· Keep the Accounting Supervisor abreast of any high dollar payment or vendor issues affecting the Funds

· Prepare ad-hoc reports as requested by the Accounting Supervisor

· Develop and distribute various department reports and data analysis

· Reconcile vendor while actively researching cost saving measures and correcting discrepancies between systems

· Maintain fixed assets and prepaid expense workpapers including processing of monthly journal entries and recording the activity

· Maintain paper or electronic copies of paid invoices, leases and other contracts associated with Accounts Payable

· Assist the Accounting department leadership in implementing system changes (e.g., fiscal year end procedures, process improvements, accounting system improvements and related training)

· Actively participate in the development and implementation of process efficiencies and assist with accounts payable integrated and department testing within applications such as QuickBooks and Bridgeway

· Attend and participate in various meetings, including monthly All Staff meetings, department meetings, training sessions, task force or committee meetings, and other meetings as deemed appropriate to share, discuss, and solution for question or error trends, as well as identify potential process improvements

· Create one-on-one (1:1) agendas using the Purpose, Outcome and Process (POP) Model and thorough notes must be kept for each meeting

· Back-up all duties of the Accounting Clerk as needed

Privacy and Security Responsibilities:

This position requires employees to handle Personal Identifiable Information (PII) and Protected Health Information (PHI) for our members. You will be responsible and accountable for maintaining the confidentiality, integrity, and availability of all PII, PHI, and financial information. Report any suspected HIPAA violation or breach to our HIPAA Privacy and Security Officers.

Education Requirements:

· High School diploma or GED equivalent

· Bachelor’s degree in Accounting, Finance or Business or experience equivalent

Job Requirements:

· Three (3) years of accounting, business or related experience

· Knowledge of Accounting and GAAP Rules

· Understand and execute basic accounting principles, relevant state and federal mandates, as well as Industry related disbursement policies

· Ability to type 35 words per minute accurately

· Experience with desktop computers, laptop computers, printers, copiers, scanners, fax and other office equipment

· Advanced knowledge in accounting software (QuickBooks preferred)

· Intermediate skills in Microsoft Office (Word, Excel, PowerPoint and Outlook)

· Excellent written, verbal, and non-verbal communication skills and interpersonal skills at all levels of business, including effectively communicating with peers, leads, managers, executives, and external partners

· Strong mathematical aptitude, analytical skills, and attention to detail

· Ability to provide excellent customer service in a professional manner

· Must be well organized and detail oriented with demonstrated effective time-management, and ability to meet deadlines

· Must have the ability to work independently and within a team environment

· Strong accountability, with the ability to manage up, manage laterally, and work cooperatively and collaboratively with peers

· Exercise clear and concise judgment, integrity and confidentiality

· Ability and willingness to assist in special projects and handle multiple tasks

Preferred Skills:

· Prior multi-employer and Taft-Hartley trust fund experience strongly preferred

· Hybrid workforce experience, with in-person and remote work expectations

· Knowledge of the Fund’s benefit administration system (basys/Bridgeway)

· Experience with project management software, such as Smartsheet

· Experience with virtual conference software (Teams and Zoom)

· Awareness of social movements, labor movements, and political issues that impact the work and the organization

Career Development & Continuing Education Opportunities: Yes

Benefits:

SEIU Healthcare IL Benefit Funds offers comprehensive health benefits (medical, dental and vision coverage) for employees and eligible dependents, including no employee premium option for employee only; competitive compensation; generous holidays and PTO policies; and a pension retirement plan.

Diversity creates a healthier atmosphere: SEIU Healthcare IL Benefit Funds is an Equal Employment Opportunity / Affirmative Action employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law.

The SEIU Healthcare IL Benefit Funds vision is to create a more just and equitable society that fosters a lifetime of quality healthcare and financial security for all. We hope that our social justice values and the responsibility we take to operate a socially conscious organization aligns with your professional desire to contribute and serve with purpose.