Accounts Payable Specialist - Accounting (Costa Mesa, CA, US)

Hoag Memorial Hospital Presbyterian Costa Mesa , CA 92626

Posted 2 months ago

Job Summary:

  • Responsible for a high volume of Accounts Payable (A/P) invoices ranging between 30-40 per day.

  • Will also be responsible for preparing month end A/P accruals and reconciling monthly vendor account statements and other special and month-end projects as needed.

Job Specific Essential Functions

  • Process and audit transactions accurately (i.e. all necessary approvals are in place, all supporting documentation is received, all other A/P P & P are adhered to including sales/use tax and 1099 reporting guidelines).

  • Resolve invoice discrepancies by following through on invoice issues with internal/external customers.

  • Process invoices timely to avail discounts offered by vendors and record the discount properly.

  • Audit invoices and check requests for accurate coding and reporting of sales/use tax.

  • Ensure all special payment handling instructions are adhered to (i.e. delivering checks to the requester and/or including documentation with the checks).

  • Maintain vendor records to assist in order to help minimize undeliverable 1099s and returned checks.

  • Keep accurate files and records to ensure that all invoices, checks, and other documentation are readily accessible for other departments/users as needed.

  • Assist with the development and maintenance of P.O. The system including creating new items, updating existing items, removing unused items etc.

  • Work with department managers to understand actual expenses versus budget and P.O. processes.

  • Review and submit month-end accruals for each company to the Accounting Manager.

  • Process weekly check runs, gather all supporting documentation for checks, and file.

Job Behavioral Competencies:

People

  • Apply excellent communication and teamwork skills to maintain successful working relationships with team members and various groups throughout the organization. Listen effectively.

  • Build appropriate rapport.

  • Use diplomacy and tact.

  • Demonstrate ingenuity, self-reliance, and resourcefulness.

  • Able to take needed action without direct instructions.

Financial Stewardship

  • Manage individual scope of work including assigned tasks and activities in a timely manner and within budget.

  • Identify opportunities for improvement and, when appropriate, develop and implement effective solutions.

  • Use departmental and Organization resources appropriately.

  • Maintain attendance according to policy and procedure.

  • Record time and attendance accurately and timely.

Quality and Service

  • Provide quality service and support to patients and/or client groups.

  • Demonstrate a positive image and perform responsibilities in a professional manner.

  • Ensure that all information and services provided are accurate, meet the clients needs, and are available in a timely manner.

  • Adheres to all patient care and department standards, policies and procedures, and meet regulatory requirements on a continuing basis.

Hospital/Department Policies

  • Comply with annual health evaluation without a reminder.

  • Attend required meetings.

  • Maintain CPR, certifications (BLS, ACLS, NALS, PALS, E.P., etc.) per hospital policy.

  • Maintain current license, certification, and registration

  • Complete annual house-wide mandatories per hospital/department requirements.

  • Complete competencies per department requirements within expected timeframes.

  • Perform job within hospital/patient safety standards (e.g. codes, fire, disaster, etc.)

  • Perform job in a safe manner to avoid injury to self and others, illnesses, and exposure to blood/body fluids, wear personal protective equipment and uses appropriate safety products.

  • Maintain a personal dress standard in keeping with hospital/department policy and wear an approved name badge.

  • Demonstrate knowledge of and practices the hospital and department policies and operating procedures. This knowledge may include the use of specialized instrumentation, Quality Control requirements, and preventative maintenance.

  • Demonstrate knowledge of and practices the standards outlined in Hoags Code of conduct as well as additional regulatory or compliance policies applicable to their job responsibilities.

  • Take timely action in response to any matter which raises a suspicion that a violation of law or Hoag Policy has occurred.

Education, Training and Experience Accounts Payable Specialist Required:

  • High school graduate.

  • Minimum 2 years, full cycle A/P experience with emphasis in high volume data entry.

  • Full cycle, A/P experience with the heavy volume of data entry between 30-40 invoices per day.

Preferred:

  • Experience in a hospital environment.

  • Working knowledge of Sage 300 ERP.

Skills or Other Qualifications Required:

  • Familiar with electronic A/P invoice processing.

  • Working knowledge of mainframe Accounts Payables systems required.

  • Good organizational skills and the ability to troubleshoot problem invoices.

  • Ten-key by touch and proficient computer skills including MS Outlook, Excel and Word.

  • Ability to multi-task and prioritize work with heavy phone and email usage.

  • Effective communication skills, both verbal and written.

Preferred:

  • N/A

License and Certifications Required:

  • N/A Preferred: N/A

Reporting Relationship Position Reports to Accounting Manager

Position Supervises: N/A


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Accounts Payable Specialist - Accounting (Costa Mesa, CA, US)

Hoag Memorial Hospital Presbyterian