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:
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.
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.
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.
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.
License and Certifications Required:
Reporting Relationship Position Reports to Accounting Manager
Position Supervises: N/A
Hoag Memorial Hospital Presbyterian