Accounts Payable Clerk - Full Time

General Position Summary:

Responsible for all Accounts Payable functions (including ensuring the accuracy and integrity of all requests for payments, processing invoices, issuing payments in the form of checks and direct deposits, maintaining vendor records, and organizing/maintaining all records relating to the AP process). Responsible for preparing and issuing 1099s at year end in accordance with IRS guidelines.

Essential Functions / Major Responsibilities:

Under the supervision of the Accounts Payable Coordinator:

·         Picks up mail and distributes within the department.

·         Opens mail, prioritizes all invoices, packing slips, receiving reports, Pos, and check requests.

·       Obtains authorization for invoices with no PO numbers and check requests from department managers prior to processing.

·       Matching invoices with PO numbers, packing slips, and receiving reports, ensuring the accuracy between all; Identify, research, and resolve discrepancies.

·         Code all invoices and check requests.

·         Input all invoice information into the mainframe of A/P system for payment and posting to the general ledger.

·         Issues checks weekly.

·         Issues direct deposits.

·         Maintains filing systems.

·         Processes all patient refund checks.

·         Follow up on A/P problems.

·         Maintains and updates vendor master list as needed.

·         Performs month end closing.

·    Prepares & distributes 1099s at year-end (must obtain/verify vendor tax ID numbers and proper business names/addresses)

·    Ability to frequently interact with Directors, Administrators, and Physicians on payables related issues.

·        Leads coordination with Materials Management department to improve processes and workflows.

·   Displays proper etiquette and mannerisms that reflect the Shine Behavior Standards.

·         Promotes the Patient Safety Standards as a core value of the organization.

Secondary Functions:

·         Participates in departmental and hospitalwide informational meetings and inservices, including staff meetings, hospitalwide forums, and seminars.

·         Reviews department and hospitalwide policies and procedures annually.

·         All other duties as assigned.

Additional / Seasonal Responsibilities:

·         Work load increases at the year-end with 1099 processing.

Job Scope:

This job involves:

·         Regular and recurring work situations with occasional variations from the norm.

·         A moderate level of complexity.

·         Typical operation from established and well-known procedures.

·         Performance under independently-minimal supervision.

Supervisory Responsibility:

·         None. 

Interpersonal Contacts:

Contacts:

·         Are normally made with others both inside and outside the hospital.

·         Are made with own department as well as other departments or locations.

·         Frequently contain confidential/sensitive information necessitating discretion at all times.

·         Are made via telephone, e-mail, and face-to-face interaction.

·         Are usually with coworkers, and little to no patient and physician contact.

Specific Job Skills & Mental Activities:

This position requires operational knowledge of all equipment in the Accounting Department including: fax, printer, copy machine, phone systems, typing (50+ wpm), 10-key calculator, and all computer programs required to retrieve and input information (including all Hospital Information Systems, MS Office, Adobe Acrobat, timekeeping system, internet, and e-mail). This employee must be service oriented and have excellent customer service skills, computer skills, organizational skills, math skills, multitasking skills, professional interpersonal skills, time management skills, the ability to prioritize work, and telephone etiquette. This employee must be familiar with and abide by all HIPAA, IRS, SSA, federal, and state rules and regulations. Must be able to read, write, speak, and understand English.

Education and/or Experience:

·         High school diploma or equivalent (required).

·         Basic computer skills (required).

·         One year accounting or related experience (required).

·         Two-Three years Accounts Payable experience preferred. 

Physical Demands & Job Conditions:

Exerts up to 10 lbs. of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Involves sitting most of the time, but may involve walking or standing for brief periods of time. Worker is exposed to extensive computer work.

Physical motions include finger dexterity, standing, walking, talking, reaching, feeling, sitting, bending, grasping, listening/hearing, handling, lifting up to 5 pounds, and repetitive motions of the hands, wrists, and feet. 

This is a safety sensitive position. 

OSHA Exposure Category:

Involves no regular exposure to blood, body fluids, or tissues, and tasks that involve exposure to blood, body fluids, or tissues and are not a condition of employment.