Accounts Payable Coordinator

Lexington Regional Health Center

Title: Accounts Payable Coordinator

Supervisor: Director of Finance

Department: Accounts Payable

FLSA Status: Non-Exempt

Principle duties and responsibilities

• Reviews information to match vendor invoices to purchase orders, executed agreements, and packing slips. Ensures information is appropriately allocated to the general ledger and inventory received is accurate.

• Prepares accounts payable batches and submits them to the Director of Finance or CFO for review. Once approved, generates payments, and obtains signatures from authorized signers.

• Reconciles payment lists to vendor statements. Attends to refund and credit requests by preparing written statements to vendors as necessary.

• Sets up new vendors as needed and maintains the vendor listings. Ensures vendors have a W-9 on file and that payment addresses are up to date.

• Answers questions and addresses requests from department directors.

• Pulls invoices and files as needed.

• Meets with Supply Chain staff to address discrepancies as needed.

• Works closely with finance staff to make sure Lexington Regional Health Center has all general ledger codes needed for existing and new departments.

• Assists with scanning vouchers into accounts payable system. Files paper copies of paid vouchers in folders organized by fiscal year.

• Issues W-9s upon request, as well as Form 13s (sales tax exemption) and Form 17s (contractor assignments).

• Produces and evaluates reports from accounts payable system to run 1099s at year-end.

• Evaluates accounts payable reports when needed by a specific department.

• Prepares and reports Nebraska sales and use tax monthly.

• Processes and completes the unclaimed property submissions for Lexington Regional Health Center on an annual basis.

• Organizes fiscal year-end files and creates new fiscal year files.

• Ensures patients and visitors follow current infection control guidelines.

• Responsible for ensuring the environment meets appropriate governing body standards.

• Duties could include blood exposure and risk to bloodborne pathogens (e.g.: lacerations, handling of blood-contaminated items, etc.).

• Maintains patient and staff safety using patient safety tools (Teamstepps, Just Culture, etc.).

• Regular attendance at the assigned work location is required.

• Performs all other duties as assigned.

Minimum knowledge, skills, and abilities

• Attention to detail and organizational skills are required. Written and oral communication skills are necessary. Analytical skills and problem solving are required. Requires basic ability to use computer and office equipment to carry out duties such as paying vendors, maintaining documentation, etc. This is typically acquired through completion of a high school diploma or GED.

• Basic Life Support certification via American Heart Association required within six months of hire.

• Two years of accounting experience and/or accounting certificate is required.

• Ability to use basic arithmetic skills daily for up to 90% of work time.

• Analytical skills necessary to troubleshoot problems in processing the accounts payable run and balancing large vendor accounts.

• Ability to maintain strict confidentiality regarding protected and sensitive information.

• Ability to complete reports and correspondence at a professional level.

• Ability to immediately respond to common inquiries and complaints from patients, employees, vendors, and regulatory agencies.

• Ability to effectively communicate with individuals from diverse backgrounds.

• Successful completion of required knowledge and training on standard precaution protocols and when to apply them during principle duties and responsibilities.

Working conditions

• Works in a well-lighted and ventilated office setting. Minimal exposure to cleaning and job-related chemicals. Minimal exposure to excessive dust, temperature, etc. Occasional exposure to loud noises.

• Spends up to 65% of shift sitting to complete paperwork and computer work. Rest of shift is spent checking files to be placed into cabinets and boxes for storage. Boxes that weigh up to 28 pounds are stacked to be filled with files. Currently 12 boxes are used and stacked 3 across on the floor with 4 stacks 3 boxes high. Boxes are 10 inches in height, so are to be placed on floor, 10 inches high, 20 inches high, and 30 inches high. File cabinets are utilized from floor level up to 51 inches in height; stacks of files weighing up to 6 pounds transferred from desk or boxes to cabinets and are transported short distances up to 15 feet. Check stock is placed at the 51-inch-high shelf in cabinet; carrying up to 5 stacks at once weighs 16 pounds to be placed into cabinet.

Management responsibilities

• None

Approvals

Job description statements are intended to describe the general nature and level of work being performed by employees assigned to this job title. They are not intended to be a complete list of all responsibilities, duties and skills required.