Accounts Payable Specialist

About the Role

This position is responsible for all payments of goods and services necessary for the basic operations of Orthopedic One.

Responsibilities

• Invoice Processing:
  • Receive physical mail for the accounting team and disperse where applicable.
  • Download new invoices through vendor online portals.
  • Maintain the accounting inbox in Outlook by reading and sorting all emails within 24 hours.
  • Review and complete data entry of invoices in AP software based on the appropriate general ledger code.
  • Obtain proper manager approvals before invoice payment within 7 days; escalate to manager(s) if not approved by the timeline in the Accounts Payable Policy.
• Payment Processing:
  • Ensure payments for all invoices are made on a weekly basis through the third-party payment processor.
  • Process approved invoices paid electronically within a 24-hour turnaround in AP software to ensure accurate bank reconciliation.
  • Print check payments for all entities, obtain appropriate signatures, and mail out within 24 hours of receiving the signed check.
  • Follow up on checks outstanding more than 90 days with the vendor or person; void and reissue if necessary.
• Vendor Management:
  • Maintain vendor listing in AP software and communicate any changes to the manager.
  • Verify new vendor packets are accurate and complete; send to manager within 24 hours for setup in AP software per the Vendor Set-Up and Maintenance policy.
  • Keep vendor documentation up to date in Accounting files on the network and work with vendors monthly to maintain records.
  • Communicate with vendors regarding payment status and resolve invoice discrepancies or disputes before the invoice is due.
• Reporting, Data Entry & Record Keeping:
  • Generate and review weekly check registers for vendor payments and rent with management.
  • Accurately enter financial data into the AP software and third-party payment processor.
  • Save all reports, check copies, and manual check registers to the appropriate Accounting files on the network in an organized format.
  • Maintain the Invoice Monthly Log file weekly with accurate dates and notes to prevent gaps in recurring payments.
• Expense Management:
  • Ensure employee expense reimbursements are sent to the HR department for payment upon receipt and before the next pay period.
  • Review and code all physician reimbursements; log them into the physician reimbursement log by the end of the month to ensure monthly processing.
• Compliance & Controls:
  • Ensure adherence to internal controls and policies.
  • Maintain audit-ready documentation.
• Process Improvement:
  • Identify inefficiencies in AP processes.
  • Implement automation or system improvements.
• Teamwork:
  • Work cooperatively with coworkers, providers, and management.
  • Share knowledge and insights constructively with co-workers.
  • Provide coverage for the department, including staying beyond scheduled hours when needed, volunteering to cover time off or unexpected absences, and maintaining workflow without direct supervision.
  • Address conflicts directly with the person involved before escalating.
  • Be considerate of others regarding breaks, meal periods, use of computer and telephone, and noise in the department.
• Policies and Procedures:
  • Know and comply with policies and procedures as outlined in the Orthopedic One Employee Handbook and related documents.
  • Assist leadership in implementing policies and procedures.
  • Actively participate in training and adhere to compliance and risk management programs.

Requirements

• Minimum education: Associate’s degree; major in Accounting or Finance desirable. Bachelor’s Degree preferred.
• Minimum of two years’ experience working in an accounting or finance capacity.
• Strong proficiency with Microsoft Office (Word, Excel, Outlook); database experience desired.

Skills

• Professional communication with appropriate grammar, tact, and diplomacy.
• Ability to diffuse negative situations and maintain a pleasant, professional tone during stressful circumstances.
• Effective collaboration with all levels of staff, management, and physicians.
• Adherence to organizational policy, particularly regarding confidentiality and standards of conduct.
• Strong customer service skills, both internally and externally.

Schedule

Regular Full Time, Day Shift