Accounts Payable Associate - Full-time

Summary 

The Accounts Payable Associate will perform a wide variety of technical accounting work for financial record keeping in support of the finance department. Responsibilities to include accounts payable, reconciliations, monthly closing, sales and use tax and various year-end reporting requirements. Other duties as assigned.

Essential Duties and Responsibilities

Accounts Payable

• Examines and reviews invoices for proper P.O. and non-P.O. approvals per policy, comparing and matching information on invoice with that on purchase orders as well as shipping documents. 
• Properly codes all non-purchase order invoices to the applicable general ledger account number then submits invoices to supervisor for review.  
• Thoroughly audits invoice extensions, verifying amounts due and reconciling previous balances on invoices and statements. Verifies the sales tax per invoice and accrues necessary adjustments.
• Computes net amounts payable and submits invoices to proper department for approval and prepares invoices for input into the accounts payable system. Scan all invoices into Vendor History and verify scans for accuracy.
• Processes checks weekly matching checks to invoices before sending payments.
• Reviews invoices and purchase orders for variances, resolving any with Materials Management and vendors.
• Consistently responds to vendor inquiries promptly and in an accurate manner. Confers with vendors and purchasing personnel by telephone to reconcile any differences between invoices and purchase orders.
• Reviews Vendor’s Monthly Statements, resolving any outstanding invoices with vendors; Keeps aging to minimal.

Other Duties

• Reconciles shipping documents to the invoices ensuring that items have been received.
• Maintaining confidentiality of information to which he/she is privileged.
• Prepares and submits monthly sales tax reports. Assists the department with data collection and reconciliation of accounts and audits.
• Special projects, as assigned by supervisor.               

Core Competencies

Action Orientation - Targets and achieves results, overcomes obstacles, accepts responsibility, establishes standards and responsibilities, creates a results-oriented environment, and follows through on actions.

Communications - Communicates well both verbally and in writing. Effectively conveys and shares information and ideas with others. Listens carefully and understands various viewpoints. Presents ideas clearly and concisely and understands relevant detail in presented information.

Creativity/Innovation - Generates novel ideas and develops or improves existing and new systems that challenge the status quo, takes risks, and encourages innovation.

Critical Judgment - Possesses the ability to define issues and focus on achieving workable solutions. Consistently does the right thing by performing with reliability.

Customer Orientation - Listens to customers, builds customer confidence, increases customer satisfaction, ensures commitments are met, sets appropriate customer expectations, and responds to customer needs.

Interpersonal Skills - Effectively and productively engages with others and establishes trust, credibility, and confidence with others.

Leadership - Motivates, empowers, inspires, collaborates with, and encourages others. Builds consensus when appropriate. Focuses team members on common goals.

Teamwork - Knows when and how to attract, develop, reward, and utilize teams to optimize results. Acts to build trust, inspire enthusiasm, encourage others, and help resolve conflicts and develop consensus in creating high-performance teams.

Professional Requirements

• Meets dress code standards and adheres to policies.
• Completes annual education requirements.
• Maintains regulatory requirements.
• Maintains patient confidentiality at all times.
• Reports to work on time and as scheduled, completes work within designated time.
• Wears identification while on duty, uses computerized punch time system correctly.
• Completes in-services and returns in a timely fashion.                                                                                   
• Attends annual review and department in-services, as scheduled.
• Represents the organization in a positive and professional manner.                                                        
• Actively participates in performance improvement and continuous quality improvement (CQI) activities.
• Complies with all organizational policies regarding ethical business practices.                                      
• Communicates the mission, ethics and goals of the hospital, as well as the focus statement of the department.
• Promotes professional growth of subordinates by sharing knowledge and/or directing them to sources if information appropriate to given situation. Utilizes journals, books, etc. to learn and/or improve new techniques and equipment.
• Assists other staff members in performing any duty that enhances the delivery of patient care.

 Regulatory Requirements

• High school diploma
• At least three to five years' experience

Skills

• Ability to communicate effectively in English, both verbally and in writing
• Basic computer knowledge

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and hear. This position is very active and requires standing, walking, bending, kneeling and stooping all day. The employee must frequently lift or move items weighing up to 20 pounds.