Accounts Payable Coordinator

About the role

Under the direction of the Accounts Payable Manager, the Accounts Payable Coordinator is part of the processing team responsible for the entry of accounts payable related transactions of an assigned portfolio to support the operations of all campuses of the Albany Med Health System (AMHS). This includes review and entry of invoices, credits, reimbursements, as well as statement review and resolution. This position is accountable for ensuring processing of a variety of payable related transactions in an accurate and timely manner, while ensuring compliance with all applicable policies and regulations. As a more senior member of the team, the position will handle more complex transactions and assist with ensuring oversight of processes to support the goals and mission of the department. The position will provide outstanding levels of services to all stakeholders, both internal and external to the organization. This position will also help support other members of the processing team and may have opportunities for direct supervision.

Responsibilities

• Ensure all invoices, reimbursements, refunds, credits, and related items are received and processed in an accurate and timely manner in the Enterprise Resource Planning (ERP) software, including those paid directly as well as those matched to purchase orders; identify and address issues requiring additional intervention timely.
• Ensure processing of miscellaneous and other non-supplier invoices such as patient, student, and insurance refunds are received and processed in an accurate and timely manner in the ERP software.
• Ensure compliance with and enforcement of all applicable policies, procedures, and regulations, including ensuring all invoices and expense reimbursements include appropriate and required documentation and approval(s).
• Review unapproved invoices and invoice exceptions for potential errors or resolutions, and work collaboratively with other stakeholders to ensure timely resolution.
• Develop process for weekly review of all processed invoices to proactively identify and resolve processing errors or inconsistencies.
• Identify and utilize methods to proactively identify or prevent issues including review of purchase orders in received status, as well as statement research and reconciliation with primary suppliers on a regular basis.
• Establish constructive working relationships with suppliers to identify, research, and resolve invoicing discrepancies or issues.
• Ensure compliance with supplier file processes and standards to ensure invoices and payments are processed and issued to the correct supplier, location and payment method; ensure supplier invoice submission process is efficient and consistent, including identifying and onboarding suppliers to electronic data exchange (EDI).
• Develop and implement monthly auditing process to review processed invoices to identify any processing errors, inconsistencies, or opportunities for improvement.
• Respond to inquiries and requests for assistance in a timely and professional manner; assist, educate, and support departments, colleagues, and suppliers with requests concerning invoice or reimbursement processing, policies, or payment status.
• Ensure records are maintained and accessible to support and comply with financial processes and regulations.
• Work collaboratively with all other AMHS departments to support the AMHS and Supply Chain missions and ensure outstanding customer service in a collaborative and efficient manner, including Supply Chain departments of Sourcing & Contracting, Data Integrity, Accounts Payable, and Receiving and Distribution, as well as Finance and Treasury.
• Be available and willing to provide assistance or coverage for colleagues to meet the operational needs of the organization; assist in other duties or projects not specifically outlined in this job description.

Qualifications

• Bachelor’s Degree in a related field required; significant years of experience with progressive responsibility in equivalent roles can substitute for degree requirement.
• 3 years of experience in Accounts Payable or related business experience required.
• Excellent organizational, analytical, and communication skills, both written and verbal, with the ability to communicate effectively with a variety of stakeholders, both internal and external.
• Outstanding time management skills and unwavering attention to detail, with the ability to respond to and prioritize competing demands.
• Ability to work independently and as a collaborative member of a team, with a willingness and ability to make, implement, and follow through on decisions in a fast-paced, time-sensitive environment.
• Experience and ability to work with computer applications, including Microsoft products.
• Equivalent combination of relevant education and experience may be substituted as appropriate.

Physical Demands

• Standing: Occasionally
• Walking: Occasionally
• Sitting: Constantly
• Lifting: Rarely
• Carrying: Rarely
• Pushing: Rarely
• Pulling: Rarely
• Climbing: Rarely
• Balancing: Rarely
• Stooping: Rarely
• Kneeling: Rarely
• Crouching: Rarely
• Crawling: Rarely
• Reaching: Rarely
• Handling: Occasionally
• Grasping: Occasionally
• Feeling: Rarely
• Talking: Constantly
• Hearing: Constantly
• Repetitive Motions: Frequently
• Eye/Hand/Foot Coordination: Frequently

Working Conditions

• Extreme cold: Rarely
• Extreme heat: Rarely
• Humidity: Rarely
• Wet: Rarely
• Noise: Occasionally
• Hazards: Rarely
• Temperature Change: Rarely
• Atmospheric Conditions: Rarely
• Vibration: Rarely