Accounts Payable Specialist

High school diploma or equivalency required. Associate degree in business, Accounting or related field of study preferred. Minimum of two (2) years' experience processing accounts payable information required.

GENERAL SUMMARY:

Ensures vendors are paid accurately and timely for services and products rendered. Responsible for all accounts payable functions for all Bryan Health System companies, in addition to joint ventures (over fifteen different companies total). Reviews, processes and reconciles invoices, audits credit card bills, answers vendor and internal inquiries, reconciles vendor statements reviews, processes and maintains 1099 tax statements applying State regulations and processes and distributes checks and electronic payments. Effectively utilizes the following systems: ERP accounts payable system, purchase order matching system, imaging system to digitalize invoices and automate approval workflows, and Electronic Data Interchange (EDI) system. Exercises discretion in executing essential functions and be able to work independently, following through on assignments with minimal direction and fully utilizing anti-fraud/phishing processes.

PRINCIPAL JOB FUNCTIONS:

1. *Commits to the mission, vision, beliefs and consistently demonstrates our core values.

2. *Receives and verifies invoices, purchase orders and receiving reports for accuracy and correlation with other purchase receipt documentation.

3. *Reconciles vendor statements to accounts payable records on a regular basis; answers vendor billing questions and contacts vendors to clarify billing statements as needed.

4. Provides assistance to all vendors and employees in a friendly and courteous manner.

5. *Schedules the timing of vendor payments to optimize discounts offered and avoid delinquency charges; maintains a record of timely payments.

6. *Enters information accurately and timely; ensures approved invoices/payment voucher authorizations/signatures are present; codes to appropriate expense, accounts/cost centers and company.

7. *Ensures appropriate attachments/documentation are included with checks and received in the mailroom for dispersal by the weekly deadline.

8. *Utilizes the Electronic Data Interchange (EDI) system to retrieve invoices and reviews changes made on the purchase order.

9. *Investigates and resolves any invoice issues in the ERP or EDI systems.

10. Assists in gathering information for departmental audits, answers questions and assists auditors as directed by manager and/or director.

11. *Utilizes the imaging system for proper electronic archiving of invoice payments and workflow automation to enhance the accounts payable process.

12. *Assists with obtaining, processing and maintaining information required for calendar year-end IRS tax reporting procedures, including processes for 1099's, ensuring regulatory guidelines are met.

13. *Protects company assets by following anti-fraud protocol regarding address or bank account changes and completes annual anti-fraud accounts payable training.

14. Ensures and verifies accuracy of all new vendors. Maintains W9's and verifies any changes needed to the vendor master.

15. Works consistently with the purchasing team to make sure invoices and purchase orders match via the 3-way matching module.

16. Maintains professional growth and development through seminars, workshops, and professional affiliations to keep abreast of latest trends in field of expertise.

17. Participates in meetings, committees and department projects as assigned.

18. Performs other related projects and duties as assigned.

(Essential Job functions are marked with an asterisk "*". Refer to the Job Description Guide for the definition of essential and non-essential job functions.) Attach Addendum for positions with slightly different roles or work-specific differences as needed.