Accounts Payable Specialist

Join UChicago Medicine as an Accounts Payable Specialist in our Accounts Payable department. This position will be primarily a work from home opportunity with the requirement to come onsite as needed to our Burr Ridge location. You may be based outside of the greater Chicagoland area. 

The Accounts Payable Specialist plays a pivotal role in overseeing the accounts payable process, ensuring precision and timeliness in vendor payments. This position demands adept analytical prowess and problem-solving acumen, coupled with the capacity to collaborate seamlessly with both internal teams and external partners.

Essential Job Functions 

• Receive, review, and process invoices accurately and efficiently within the integrated technology-based ERP system.
• Ensure invoices are properly coded, approved, and matched with purchase orders or receiving documentation.
• Resolve discrepancies or issues related to invoices in a timely manner.
• Utilize financial software systems to systematically review vendor statements, identifying discrepancies, inaccuracies, and anomalies.
• Conduct detailed examinations of transaction records, invoices, and payment histories to ensure alignment with vendor agreements and contractual terms.
• Implement root cause analysis techniques to uncover underlying reasons for discrepancies or delays in invoice processing and payment.
• Collaborate with cross-functional teams, including Purchasing, Sourcing, and Business Units, to investigate and understand the origin of exceptions within the accounts payable process.
• Document and categorize identified exceptions, including errors in pricing, quantity discrepancies, or communication breakdowns.
• Utilize customer relationship management (CRM) software or ticketing systems to ensure accurate tracking and logging of inquiries.
• Conduct thorough investigations into inquiries to identify root causes and potential resolutions.
• Collaborate with relevant stakeholders, including internal departments and external partners, to gather necessary information and resources for inquiry resolution.
• Communicate effectively with customers and vendors throughout the resolution process, providing regular updates on progress and expected timelines for resolution.
• Process payments to vendors using leading payment solutions integrated within the ERP system.
• Review payment terms and schedules to ensure timely and accurate payments while maximizing cash flow optimization.
• Reconcile payment transactions and resolve any discrepancies or issues related to payments.
• Manage PO’s Received not Invoiced, (RNI) report & process to reduce period close accrual volume & expense impact to further ensure the accuracy and integrity of financial reporting
• Research and resolve transaction/process exceptions related to EDI, Invoice Inbound Collaboration Messaging, IDR (OCR), and Oracle open interface tables
• Support and execute spreadsheet upload process for high-volume invoice business units and suppliers.
• Collaborate with cross-functional teams, including Purchasing, Sourcing, Treasury, and IT, to ensure alignment and integrity of accounts payable processes with other business functions.
• Participate in project teams or initiatives aimed at improving overall business processes and systems.
• Identify opportunities for process improvements and automation within the accounts payable function.
• Proactively contribute to the enhancement of systems, processes, and procedures to increase efficiency and effectiveness.
• Maintain vendor records in the ERP system, including setup, updates, and maintenance of vendor information.
• Collaborate with Supply Chain team to ensure vendor contracts and agreements are accurately reflected in the system.

Required Qualifications

• Bachelor’s degree in accounting, Finance, Business Administration or related field
• Proven experience in accounts payable roles, preferably in a technology-driven environment with integrated ERP systems
• Strong understanding of procure to pay processes and principles
• Excellent analytical and problem-solving skills
• Strong problem-solving skills and the ability to analyze and root cause complex workflow, system, and process exceptions
• Strong attention to detail and accuracy
• Experience with ERP systems, preferably Oracle
•  Proficiency in financial software (e.g., Oracle, Strata, Lawson) and MS Excel
• Excellent communication and interpersonal skills
• Ability to work effectively in a fast-paced and dynamic environment
• Ability to prioritize tasks, meet deadlines, and work independently

Preferred Qualifications

• Certified Accounts Payable Professional (CAPP): Offered by the Institute of Finance and Management (IOFM), preferred.

Position Details

• Job Type/FTE: Full Time (1.0 FTE) 
• Shift: Days, Monday-Friday 8:30am-5:00pm
• Work Location: Flexible Remote - with occasional on-site requirements - Burr Ridge Location 
• Unit/Department: Accounts Payable - Hyde Park
• CBA Code: Non-Union