AP - Accounting Representative

Job Summary

Essential Responsibilities

Timely and accurate processing of accounts payable invoices and reimbursements

• Open mail, sort by division and date stamp on a daily basis
• Review all invoices and ensure appropriate approvals. If applicable, verify terms against vendor contracts. Coordinate with the Purchasing department as required
• Code invoices using appropriate general ledger account and applicable division for given activity
• Process all invoices for payment utilizing the accounts payable module within the organization’s accounting software system. Payments should be processed by their due date taking all appropriate discounts and ensuring that all appropriate taxes are paid
• Print and attain appropriate signatures on checks. Prepare checks for distribution as required by including remittance stub, copy of invoice, affixing account or invoice number on check, etc. Scan checks, register, and documentation. Text Recognize scanned file. Distribute checks
• Maintain accurate vendors information and obtain W-9 forms for all vendors
• Develop and maintain files of all fully executed vendor contracts, leases and agreements. Coordinate such activities with senior management, practice administrators, directors, legal and professional consultants, purchasing, etc
• Track recurring AP items on Trello Board and pay them in a timely manner
• Process all automated items and update them in the checkbook, as well as send corresponding files to HIS

Investigate and resolve accounts with problems

• Investigate any resolve any discrepancies or suspicious activities on vendor invoices
• Do not pay from vendor statements. Work to attain all original invoices that support balances on statement. When processing a photo or fax copy of an invoice, ensure original invoice has not been paid by reviewing the payment history of the vendor within the accounts payable system
• In the event payment has been made in error (e.g. payment to incorrect vendor, duplicate payment, etc.) work to attain a refund or credit from vendor

Form 1099 processing

• Identify 1099 activities / vendors as invoices and vouchers are being processed during the course of the year and apply as required within the accounts payable or applicable system used to report such activities
• Issue and maintain W-9 forms (i.e. Request for Taxpayer Identification Number and Certification) in order to ensure the accurate processing
• Issue 1099s as required and by their applicable due and transmit such information to the IRS as required by the applicable due date
• Investigate and resolve any discrepancies as notified by the IRS

Bookkeeping and cash management

• Sort, code and enter cash and credit card receipts from activities processed by billing company, as well as contact virtual companies to cancel future payments
• Prepare and make deposits for miscellaneous receipts
• Assist with required activities associated with the organization’s debt financing or any other activities with the organization’s financial institutions
• Reconciles bank activity, which includes entering items not already in the checkbook
• Upload Positive Pay files to the bank
• Pull and code invoices for self -assessed sales tax and give to accountants in a timely manner
• Update Access one and other AP/GL Sub-schedules
• Scan NSF’s from bank and send to HIS. Follow up with any Non-HIS issues

Implementation of accounts payable policy and procedures

• Assists in the review and implementation of accounts payable procedures by providing input into the development of new or revision of existing procedures to ensure uniformity and accuracy throughout the organization
• Maintain a current file of policies and procedures that affect accounts payable processing and ensure adherence to these policies in order to process accounts payable payments appropriately

Special projects as assigned

• Complete special projects as assigned which may include, but is not limited to, developing and running various reports from the accounts payable module of the organization’s accounting software system, cross training and assisting in new employee orientation
• Make periodic on-site visits as required to assigned divisions in order to resolve issues and / or increase customer service

Independent Actions and Decisions Made by this Position

• Determination that invoices and vouchers comply with current policies and procedures and necessary action taken to complete the processing of payment on those invoices and vouchers
• Preparation and completion of bank deposits
• Initiation of internal or external contact in order to attain required financial information
• Secure repayments of duplicate payments and / or payments made in error
• Organize and prioritize workload to ensure timely output
• Communicate with Vendors as well as Employees to obtain invoices, proper documentation, and resolve payment issues
• Accurately code and enter invoices
• Print, scan, and Mail Checks
• Text Recognize completed check runs
• Reconcile Daily Bank Activity, which includes entering and coding items not previously recorded
• Assist Sales Tax filing by choosing, coding, and giving invoices to staff accountants
• Upload Positive Pay files to bank
• Prepare deposits/remote deposits
• Upload Refunds, Hybrent, Payroll, and other payments into checkbook
• Update Trello Board in a timely manner
• Prepare Bills for certain Vendors
• Track Recurring payments and ensure they are all received
• Scan NSF checks from Bank and Send to HIS. Follow up with Non HIS issues
• Process Virtual Credit Card payments

Actions or Decisions Referred to the Controller

• Issuing accounts payable checks
• Resolving unusual accounts payable issues
• Problems in attaining required financial information

Job Scope

General scope and magnitude of the operations with which this job is associated

• Number of physicians 165
• Number of employees 2500
• Strategic Business Units 8
• Practice Locations 38
• Physical Therapy Sites 48
• MRI Sites (owned & operated) 13

Required Qualifications and Skills

• Five year’s equivalent Accounts payable/book-keeping experience. Health care industry work experience preferred.
• Familiarity with a personal computer and the Windows environment, Microsoft Office (i.e. Outlook, Excel, Access and Word) and the internet.
• Experience with a computerized mid-level accounts payable software system.
• Proficient with the use of a keyboard and a 10 key calculator.
• Good analytical, problem-solving, interpersonal and communications skills.
• Strong organizational skills and attention to detail.
• Exposure to a change and growth-oriented environment.
• Proactive in the development of partnerships and relationships with peers, co- workers, consultants and other internal or external customers.

Base salary offers for this position may vary based on factors such as location, skills and relevant experience. We offer the following benefits to those who are benefit eligible (30+ hours a week): medical, dental, vision, life and AD&D insurance, long and short term disability, 401k program with company match and profit sharing, wellness program, health savings accounts, flexible savings accounts, ID protection plan and accident, critical illness and hospital benefits. In addition, we offer paid holidays and paid time off.