Finance & Invoice Specialist, Is&T

The GW Medical Faculty Associates (MFA) was incorporated in July 2000 as a not-for-profit, physician-led practice group. The organization functioned as an independent organization in support of The George Washington University School of Medicine and Sciences as a multi-specialty physician practice group. The GW MFA has grown to become the largest independent academic physician practice in the Washington, DC metro region with 375 physicians and 100 APP providers. In 2018, the MFA bylaws were revised to allow The George Washington University to serve as the sole corporate member while the MFA retained independent 501c3 status. The purpose of the change was to ensure alignment between the MFA and The George Washington University.

MFA physicians provide comprehensive patient care, offering one practice for the whole person with 52 medical and surgical specialties. As members of the GW School of Medicine and Health Sciences faculty, MFA providers are teachers and mentors for medical students, residents, fellows, and researchers preserving the rich tradition of academics, research, and healing. In addition to maintaining a closely integrated alliance with The George Washington University and The George Washington University Hospital (GWUH) which is separately owned and operated by Universal Health Services (UHS), the GW MFA has active referring relationships with 12 area hospitals.

The GW MFA’s leading healthcare presence in the DC metro region is complemented by a network of community-based practices in DC, Maryland, and Virginia. Given its geographic location in central NW Washington, DC, and proximity to more than 175 resident embassies, the MFA continues to evolve its international clinical outreach.

Position Summary

MFA IS&T is seeking a meticulous and detail-oriented Finance and Invoice Processing Specialist to join our team.  The ideal candidate will be responsible for the accurate and timely processing of financial transactions, invoices, and expenses related to IT services and projects. This role requires a strong aptitude for financial operations, exceptional organizational skills, and the ability to collaborate effectively with various teams within the department and with the outside Procurement group.

Essential Duties and Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties may be assigned.

Invoice, Expense, and Vendor Payment Processing

• Submit, receive, and review requisitions, invoices, purchase orders, and expense reports related to IT services, supplies, and contracts.
• Review and verify vendor invoices against purchase orders and contractual agreements.
• Ensure accuracy, proper coding, and adherence to MFA & GWU policies before initiating payment processes.
• Collaborate with vendors, internal stakeholders, and finance teams to resolve any billing discrepancies to ensure timely processing of payments and other transactions.

Financial Data Entry and Tracking

• Accurately enter financial data, requisitions, invoices, and expenses into the accounting and financial systems.
• Maintain detailed and organized records of all financial transactions, ensuring data integrity and compliance.

Expense Reporting and Reconciliation

• Review and reconcile expense reports submitted by employees, ensuring adherence to company policies and budget allocations.
• Collaborate with employees to address any discrepancies or missing documentation.

Vendor and Contract Management 

• Assist in the procurement process by gathering financial information, evaluating vendor proposals, and participating in contract negotiations.
• Ensure compliance with vendor agreements and contracts in relation to invoicing and payment terms.

Financial Tracking and Reporting

• Maintain a comprehensive record of IT-related expenses, ensuring proper categorization and alignment with budgetary allocations.
• Prepare regular financial reports, budget forecasts, and cost analyses for IT projects and initiatives.
• Assist in tracking capital and operational expenses related to hardware, software, licenses, and maintenance contracts.

Budget Management

• Collaborate with the IT leadership team to develop and manage the department's annual budget.
• Monitor budget performance, identify potential areas of concern, and propose cost-saving measures or reallocations.

Cross-Functional Collaboration

• Liaise with IT managers, project managers, and other relevant stakeholders to gather accurate information for invoicing and financial tracking.
• Collaborate with Finance and Accounting teams to ensure seamless integration of IT financial data into the overall financial reporting system.

Process Improvement

• Identify opportunities to streamline and automate financial processing procedures, enhancing efficiency and accuracy.
• Contribute to the development and enhancement of standardized financial processes within the IT department.

Minimum Qualifications

Education

• A Bachelor’s degree in Finance, Accounting, Business Administration, or a related field, or an equivalent combination of training and experience.

Experience

• Prior experience in finance, accounting, vendor payments, or data entry roles, preferably within an IT environment.
• Proficiency in using financial software, spreadsheets, and data management tools.

Physical Requirements

• Stand, sit, walk, bend, twist, and reach for long periods of time in an office setting.
• Must be able to occasionally lift or carry and frequently push or pull up to 100 lbs. as part of the role
• Regularly exposed to healthcare settings that may require personal protective equipment
• Requires manual dexterity to operate a computer keyboard, calculator, copier machine, and other equipment.