Accounts Payable Rep

Position Summary

The Accounts Payable Representative provides operational and customer service support to the Accounts Payable department and serves as a key support partner for AP Specialist I and II roles. This position is responsible for preparing incoming invoices for processing by receiving mail, scanning or uploading invoices, validating documents within the department’s document repository system, and ensuring invoices are routed accurately and timely into the AP workflow.

This role supports efficient daily AP operations through strong organization, attention to detail, responsiveness, and willingness to perform additional departmental duties as assigned.

Essential Functions and Responsibilities of the Job

• Invoice Intake & Workflow Preparation
• Open and sort incoming AP mail, invoices, and related correspondence.
• Scan, upload, and index invoices into the document repository system, validate invoice images completeness, readability, and proper vendor identification.
• Customer Service & Inquiry Resolution
• Answer incoming department phone calls and monitor shared AP email inboxes.
• Respond professionally to patients, providers, employees, vendors, and internal departments regarding payment inquiries.
• Provide updates related to check status, payment timing, reimbursement requests, and general AP procedures.
• Research routine inquiries using available systems and escalate complex issues to AP Specialist I, AP Specialist II, or leadership as needed.
• Ensure timely follow-up and resolution of open inquiries.
• Serve as a primary contact for inbound department phone calls and shared email inquiries from patients, providers, employees, vendors, and internal departments regarding payment status and general Accounts Payable questions.
• Aid in check distribution coordination, mail handling, filing, and office workflow needs.
• Assist with special projects, clean-up efforts, reporting support, and process improvement initiatives.
• Provide backup support for other AP administrative functions during absences or peak workload periods.
• Professionalism & Operational Excellence
• Demonstrate strong attention to detail, reliability, and accountability.
• Perform other duties and on-site tasks as assigned.

Experience

• Minimum of one year of administrative support, customer service, Accounts Payable support, healthcare business office, or clerical experience preferred.
• Experience handling incoming calls, shared email inboxes, and document processing preferred.
• Experience with scanning, indexing, document management systems, or ERP platforms preferred.
• Strong organizational skills and attention to detail.
• Effective verbal and written communication skills.
• Ability to prioritize tasks in a high-volume environment.
• Basic proficiency in Microsoft Office and standard office equipment.

Education

• High school diploma or GED required.
• Additional coursework in Business Administration, Accounting, Finance, or healthcare administration preferred.