Accounts Payable Purchasing Coordinator Materials Management

Overview

You Matter Here!

Heywood Healthcare values our employees! We offer competitive wages, great benefits and generous earned time off. Come work where you will matter!

Hours: 40-Hours, Days, Monday through Friday, 7:00am - 3:30pm

$23.00 - $30.35 

Job Summary:

Under direct supervision of the Materials Manager and according to department policies, procedures and guidelines, this dual role incorporates multiple corporations including Heywood Hospital, Athol Hospital and Heywood Medical Group. Responsibilities include working closely with the Accounts Payable Lead and Purchasing Coordinator to ensure timely posting of invoices, resolving any PO/Invoice pricing issues for exceptions, creating new/updating vendors in system dictionary, item master and catalog management, and procurement related customer service, reviews daily price assurance report to ensure all purchases are complaint with hospital specific group contracts, reviews purchases for proper pricing and works to rectify with vendors when necessary, maintain daily spreadsheet of all price changes, review daily backorder report for non-inventory purchase orders, and any other Accounts Payable/Purchasing duties as assigned.

Responsibilities

Essential Functions

• Opens daily mail, ensures vendor invoices are matched with receiving reports and purchase orders, and ensures that check requests have the proper approval and documentation.
• Determines that payments made agree as to quantity, unit cost and other terms of agreement and ensures proper coding of all invoices so re-classing is not necessary.
• Escalates and communicates any critical AP issues and recurring problems after attempts to resolve with AP Lead and Materials Manager.
• Ability to navigate existing Meditech Expanse, V360 and Repay systems.
• Maintains appropriate records of all vendors to ensure payments are made on time and in accordance with established policies.
• Works weekly check run, prints checks, reviews vendor emails and statements, works V360 portal for daily invoices and errors.
• Works with Purchasing Coordinator on PO/Invoice exceptions and vendor weekly calls.
• Reach out to new vendors for W-9 information and create in Meditech, Update existing vendors with address, remittance or contact information changes.
• Processes payments in accordance with department policies regarding controls.

• Maintains a proper filing system of all paid and unpaid bills, purchase orders and receiving orders, and files documentation on a weekly basis, so that items can be found in the appropriate file when other users need them.

• Determines month and year-end manual accruals to ensure all expenses are properly recorded in the month they belong.

• Ensures proper coding of all invoices and purchase orders so re-classing is not necessary.
  Responsible for the returns/credits process with suppliers as needed and coordinate to ensure all credits are received timely.
  

• Coordinates with the Accounts Payable Lead, Materials Manager and suppliers to resolve match-hold problems. Identifies systematic problems leading to recurring match-hold issues and proposes process improvements to reduce error and to achieve a more efficient result.

• Assist Purchasing Coordinator in processing orders as needed.

Statement of Other Duties

This document describes the major duties and responsibilities for this job, and is not intended to be a complete list of all tasks and functions. It should be understood, therefore, that employees may be asked to perform job-related duties beyond those explicitly described.

Functional Demands

Exerts up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Frequently reaches (extending hands and arms in any direction), and handles (seizing, holding, grasping, turning, or working with hands).

Qualifications

Job Requirements

Minimum Education

• Associates degree in Accounting, Business or Finance is preferred or Accounts Payable/Purchasing experience will be considered in lieu of, preferably within a healthcare/hospital setting.

Minimum Work Experience

• Prior working experience with Meditech or other ESP systems preferred.
• Experience with Microsoft Suite, namely Excel, strongly preferred.

Required Skills

• Excellent customer service, interpersonal and problem-solving skills.
• Ability to multi-task in a fast-paced environment.
• Works independently under limited supervision.
• Follows defined procedures.
• Makes decisions and solves problems to meet internal customer supply needs and resolve vendor problems with minimum supervision.
• Must possess excellent verbal and written communication skills in order to communicate clearly and effectively with all levels of staff and the public.
• Ability to perform accurate data entry.

• Ability to sit for extended periods of time at a computer workstation.