Accounts Payable Clerk - Hybrid

Schedule

This position is Monday through Friday, daylight hours, working hybrid (a mix of working from home and on-site, in either Greensburg or at Butler Hospital, depending on the applicant's location).

Essential Job Functions

• Processing of Incoming Mail

• Sorting of mail for distribution of unpaid invoices to proper entity

• Distribution of unpaid invoices to proper entity

• Sorting and distribution of approved invoices for payment

• Forwarding of invoices to proper department and or individual for payment approval

• Maintaining Vendor Master File

• Adding and deleting address changes as needed

• Updating necessary 1099 information

• Perform periodic purge of vendors no longer in use

• Obtain necessary W-9 forms

• Process Standard Vendor Invoices for payment

• Receive vendor invoices

• Verify unit prices

• Verify quantity and extensions

• Verify accuracy of all data

• Ensure proper approval for payment has been obtained

• Prepare Invoices for Processing

• Timely processing to utilize cash discounts and terms

• Apply vendor numbers and due date information

• Verify appropriate matching of invoices with purchase orders ensuring correct pricing and quantity

• Batching of invoices for computer input

• Processing of invoices for payment

• Maintain proper internal control including batch tapes for daily auditing

• Producing daily reports to vouch accuracy of invoices processed

• Verify proper Management and or Departmental approval

• Meet monthly departmental standards for number of vouchers processed

• Prepare Checks from Invoices processed

• Process according to due dates and discount terms

• Matching with detailed voucher listings by vendor

• Attach any required documentation

• Mailing on a timely basis after approval obtained to release checks to vendors

• Produce necessary reports to forward to accountants to assist management with organizational cash flow

• Timely filing of completed voucher packages

• Communication to Customers

• Communicate in an appropriate manner with vendors regarding credit memos, statements, and discrepancies

• Communicate in an appropriate manner with Procurement Department to ensure timely invoice processing

• Communicate in an appropriate manner with Department managers to ensure timely invoice processing

• Assist with all Account Payable audits

• Maintain detailed information of all open credit memos

• Maintain files on a fiscal year basis including proper Finance Department retention policies

• Maintain files on completed checks processed in vendor order on a fiscal year basis

• Maintain files of completed Accounts Payable reports (including check registers, daily audits and AP Distributions)

• Other Duties

• Consistent contact with vendors regarding open credit items

• Assist in software upgrades and testing including setup of additional entities as needed

• Document problems for Information Technologies Department as needed

• Assist with continued processing of invoices for all entities to ensure timely processing of invoices.

• Other duties as assigned.

Specialty Functions

• Ability for problem solving/direction within the department.

• Proven ability in problem solving.

• Independent thinking, decision making and following directions.

• Proven ability to multi-task, prioritize assignments and deliver output in a timely and accurate manner.

• Proven ability to provide solutions to vendor issues in consultation with Supply Chain.

• Oversees processes within the department.

• Be able to have direct/open communication with other department managers within Excela Health related department concerns.

• Ability to assist with resolving issues within the department by directing to management.

• Perform and oversee testing of the Infor system upgrades

• Develop reporting utilizing Infor system for specific needs

• Represent A/P in working group meetings with Supply Chain

• Process and print IRS Forms 1990 for all companies

• Train Clerk, Accounting employees

• Track and order departmental supplies

• Report and/or resolve Infor system problems

• Provide leadership and direction to the clerk, accounting position.

• Ensure clerk, accounting position performs job functions as outlined in job description.

• Assist in educating clerk, accounting position in all aspects of the accounts payable process.

• Communicate effectively Excela Health's Mission, Vision and Behavioral Values.

• Provide initiative acting as a catalyst for change and setting staff goals.

• Provide avenue for staff to participate in decision making and problem solving.

• Provide feedback to staff building a healthy culture at Excela Health.

Required Qualifications

• High School Diploma, GED or higher level of education.

• Related training/experience preferably within the past five (5) years.

• Strong leadership ability, good organizational skills, independent and critical thinking skills, sound judgment.

• Strong ability to communicate complex and/or controversial topics and concepts to a wide and diverse audience.

• Basic Math and Keyboard Proficiency

• Proficient Spelling Skills

• Proficient 10-key Numeric Skills

• Proficient Keyboard Skills

• Functional Skills on PC and Related Software (Microsoft Office)

• Knowledge of basic Office Equipment such as copier, fax machine, scanner, etc.

• Proficiency in Microsoft Office including Outlook and Excel.

Preferred Qualifications

• Recent two (2) years related work experience in a Finance/Accounting Department environment.

License, Certification & Clearances

• Act 34-PA Criminal Record Check from the PA State Police system

Supervisory Responsibilities

• This position has no direct supervisory responsibilities, but does serve as a coach and mentor for other positions in the department.

Position Type/Expected Hours of Work

• Incumbent will be scheduled based on operational need (rotate shifts, standby, on-call, etc.).

• Travel may be expected locally between Excela Health locations.

LEAN

• Actively promotes a Lean work culture by performing team member duties to encourage consistent use of LEAN principles and processes, including continually seeking work process improvements. Recognizes the necessity of taking ownership of one's own motivation, morale, performance and professional development. Strives for behavior consistent with being committed to Excela's missions, vision and values.

AAP/EEO

• Excela Health is an Equal Opportunity Employer. It is the policy of Excela Health to prohibit discrimination of any type and to afford equal employment opportunities to employees and applicants, without regard to race, color, religion, sex, national origin, age, marital status, non-job related disability, veteran status, or genetic information, or any other protected class. Excela Health will conform to the spirit as well as the letter of all applicable laws and regulations.

• Ability to perform the Essential Functions listed on the Physical Conditions and ability to perform the Essential Functions on the Working Condition chart below.

Work Environment

Effective March 2020 or during pandemic: goggles, face shield and mask are required according to CDC guidelines

When lift requirement is in excess of 50#, lift assistance (2 person) and/or transfer device is required.

Essential

• Absolute Necessity.

Marginal

• Minimal Necessity.

Constantly

• 5.5 to 8 hours or more or 200 reps/shift.

Frequently

• 2.5 to 5.5 hours or more or 32-200 reps/shift.

Occasionally

• 0.25 to 2.5 hours or 2-32 reps/shift.

Rarely

• Less than 0.25 hours or less than 2 reps/shift.

Physical Condition

Essential

Marginal

Constantly

Frequently

Occasionally

Rarely

Never

Extreme Heat

X

Extreme Cold

X

Heights

X

Confined Spaces

X

Extreme Noise(>85dB)

X

Mechanical Hazards

X

Use of Vibrating Tools

X

Operates Vehicle

X

Operates Heavy Equipment

X

Use of Lifting/Transfer Devices

X

Rotates All Shifts

X

8 Hours Shifts

X

X

10-12 Hours Shifts

X

On-Call

X

Overtime(+8/hrs/shift; 40/hr/wk)

X

X

Travel Between Sites

X

Direct Patient Care

X

Respirator Protective Equipment

X

Eye Protection

X

Head Protection (hard hat)

X

Hearing Protection

X

Hand Protection

X

Feet, Toe Protection

X

Body Protection

X

Latex Exposure

X

X

Solvent Exposure

X

Paint (direct use) Exposure

X

Dust (sanding) Exposure

X

Ethylene Oxide Exposure

X

Cytotoxic (Chemo) Exposure

X

Blood/Body Fluid Exposure

X

Chemicals (direct use) Exposure

X

Mist Exposure

X

Wax Stripper (direct use)

X

Non-Ionizing Radiation Exposure

X

Ionizing Radiation Exposure

X

Laser Exposure

X

Physical Demand

When lift requirement is in excess of 50#, lift assistance (2 person) and/or transfer device is required.

Essential

• Absolute Necessity.

Marginal

• Minimal Necessity.

Constantly

• 5.5 to 8 hours or more or 200 reps/shift.

Frequently

• 2.5 to 5.5 hours or more or 32-200 reps/shift.

Occasionally

• 0.25 to 2.5 hours or 2-32 reps/shift.

Rarely

• Less than 0.25 hours or less than 2 reps/shift.

Physical Condition

Essential

Marginal

Constantly

Frequently

Occasionally

Rarely

Never

Bending (Stooping)

X

X

Sitting

X

X

Walking

X

X

Climbing Stairs

X

X

Climbing Ladders

X

Standing

X

X

Kneeling

X

Squatting (Crouching)

X

Twisting/Turning

X

Keyboard/Computer Operation

X

X

Gross Grasp

X

X

Fine Finger Manipulation

X

X

Hand/Arm Coordination

X

X

Pushing/Pulling(lbs. of force)

X

<10#

Carry

X

<10#

Transfer/Push/Pull Patients

X

Seeing Near w/Acuity

X

X

Feeling (Sensation)

X

Color Vision

X

Hearing Clearly

X

X

Pulling/Pushing Objects Overhead

Reaching Above Shoulder Level

Reaching Forward

X

X

Lifting Floor to Knuckle

X

<10#

Lifting Seat Pan to Knuckle

X

<10#

Lifting Knuckle to Shoulder

X

Lifting Shoulder to Overhead

X

When lift requirement is in excess of 50#, lift assistance (2 person) and/or transfer device is required.