Accounts Payable Specialist - Accounting - Full Time/Days - Req #2151484134

Brief Description Job Objective: Under the direction of the Controller, the Accounts Payable Specialist is primarily responsible for the timely and accurate payment of vendor invoices, and check disbursements. The Accounts Payable Specialist is responsible for ensuring that all back-up documentations have proper signature and authorization, all agreed price and quantity commitments were met by vendor. Duties and responsibilities may be rotated between Accounts Payable Specialist personnel. Duties and Responsibilities: Process invoices and payment vouchers in the Accounts Payable system, including patient refunds and garnishments.Ensures invoices are matched with the appropriate purchase orders and pricing. Ensures proper approvals and coding for invoices and payment vouchers not initiated by purchase orders, this would include check requests. Process non-purchase order payment requests by batch posting method. Prepares payment to vendors following the check run, wire and/or EFT process Process incoming mail.Open and date stamp invoices and statements from vendors. Open and date stamp interoffice mail. Print and date stamp invoices and statements received via email. Maintain necessary logs and prepare analytic reports on Accounts Payable activity.Maintain Check Number Log. Reconcile with each check run to ensure each check is accountable for Maintain Travel Authorization Log and ensure Travel Authorizations are closed and follow AVMC policy guidelines. Maintain New Vendor Setup Log for review and signoff by supervisor. Maintain accurate and complete Accounts Payable vendor files.Create new vendor labels for each new fiscal year. Create labels as new vendors are added to the Accounts Payable system. Prepare vendor files from past fiscal year to be send out to storage. Maintain and prepare 1099 records for amounts paid to outside contractors.Ensure accurate W-9 is received and filed prior to 1099 vendor setup Maintain current and accurate information in Magfiler or IRS filing system. Process vendor statements on a monthly basis.Research and document status of past due invoices that are 30 days or older. Maintain vendor statements for supervisor and auditor’s review. Determine the following Accounts Payable reports are current and accurate:Open Invoice Report. A/P Historical Aging Report. Invoice Discrepancy Report.Outstanding Checks Report. Professionally communicates with outside vendors, Materials Management and other hospital departments to resolve invoice discrepancies and to answer any questions regards payment status. Prepare requests for employee reimbursement to be processed by payroll. Non-Essential Duties: Review Accounts Payable check disbursements for correct vendor information, coding errors, discounts taken and sales tax. Assists Accounting department staff with duties as assigned Assists with running ad hoc Accounts Payable reports and preparing needed support as requested. Knowledge, Skills and Abilities: Knowledge Knowledge of computerized accounts payable systems. Knowledge of Microsoft Word, Outlook and Excel. Knowledge of proper and accurate composition and grammar. High School level knowledge of mathematics. Skills Skillful in time management. Good oral and written communication skills. Skilled in accurate usage of to-key calculator. Abilities Ability to match purchase orders to invoices. Ability to reconcile vendor statements. Ability to process large quantities of documents and to work within deadlines in a fast-paced environment. Ability to follow verbal and written instruction. AVMC Values: All AVMC employees will effectively demonstrate these values: Patients Come First – We listen actively and communicate with our patients and families, placing safety as a top priority. Accountability & Ownership – We fully complete tasks, are transparent, effectively communicate, and recognize that what we do reflects on us. Teamwork – We build trusting relationships, promote a sense of community, and are respectful of everyone. Success is about the whole team. Integrity & Honesty – We tell the truth at all times, speak up when something is wrong, and do the right thing when no one is looking. Excellence – We take pride in our work, are goal-oriented, and on a never-ending quest for top tier quality. Initiative & Innovation – Our can-do attitudes, creativity, and resourcefulness empower us to improve the patient’s experience, solve our own problems, make timely decisions, and look for opportunities to add value. Tenderness & Compassion – We have genuine empathy, show kindness, and encourage and advocate for each other. Education and Experience: Education AA Degree or equivalent combination of education and experience is required. Experience Three years of professional experience in accounting or closely related field will be considered in lieu of degree. Required Licensure and/or Certifications: None AVMC Conduct/Compliance Expectations: Ability to adhere with AVMC Attendance and Punctuality Policy. Ability to adhere with AVMC Leaves of Absence Policy. Ability to adhere with AVMC Paid Time Off (PTO) Policy. Ability to adhere to the department dress code. Ability to organize work and establish priorities. Ability to expand on own initiative in performance of duties. Skill and ability to follow the telephone etiquette/standards. Ability to function effectively under pressure and meet time parameters. Ability to communicate effectively while maintaining good working relationships with co-workers, managers and other hospital staff. Ability to adhere to the normal standards of courtesy and conduct as defined under the rules of hospitality at AVMC. Ability to maintain the confidentiality of patient, hospital and department information. Ability to adhere to safety rules and regulations. Safely and effectively uses all equipment necessary to carry out duties. Ability to interpret and function under hospital and department policies and procedures. Conforms with required and appropriate accreditation and regulatory requirements. Conforms with and supports hospital quality assurance and improvement guidelines. Ability to participate effectively in department and hospital staff education. Display a willingness to work as a team player. Ability to give and support the highest level of patient/customer satisfaction at all times. Supports and adheres to the values and mission statement established by the AVMC Board of Directors. Ability to demonstrate knowledge and understanding of the Compliance & Integrity Program and its established policies. Ability to follow the Code of Conduct. Physical Requirements and Working Conditions: Work is usually performed in a normal office environment. Sitting tolerance of 6-8 hours per shift Able to lift up to 25 pounds A detailed description of the physical requirements of this job is maintained in the Employee Health Department. Requirements Education and Experience: Education AA Degree or equivalent combination of education and experience is required. Experience Three years of professional experience in accounting or closely related field will be considered in lieu of degree. Required Licensure and/or Certifications: None