Department Specialist IV (AP Specialist)

GENERAL SUMMARY:

Performs a variety of analytical financial and administrative duties such as accounts payable cash and treasury general accounting and payroll. Incumbent owns full cycle accounts payable process makes deposits for cash receipts assists Accounting month-end close completes purchase orders for medical and office supplies. Duties involve access to confidential and/or sensitive information. Works independently to prioritize work and deadlines. Determines methods and procedures to use to resolve problems. Incumbent demonstrates excelling skills in navigating and working in Excel.

ESSENTIAL RESPONSIBILITIES:

Ø Owns full cycle accounts payable functions for both claims and all other invoices including but not limited to reviewing AP email inbox downloading and saving invoices in appropriate network folders entering invoices in AP module in Sage in the right periods generating weekly invoice registers to be reviewed processing weekly check runs and ACH payments timely responding to inquiries on outstanding invoices and payments ensuring timely processing of vendor invoices coordinating and resolving outstanding payment issues with vendors.

Ø Responsible for creating new vendors in AP module including entering appropriate 1099 information if applicable and maintaining the AP module in Sage.

Ø Responsible for compiling reviewing and updating information for annual 1099 filing re-formatting 1099 information as needed for electronic filing ensuring accurate and timely filing of 1099s.

Ø Creates invoices for private pay participants in Accounts Receivable module in Sage generates AR aging and sends it for department management review on a monthly basis tracks and follows up on unpaid invoices.

Ø Records journal entries for deposits and disbursements in the money management bank account ensuring GL balance tied to the bank account.

Ø Makes weekly deposits for checks received in the mail and records them in the general ledger.

Ø Works with center managers and department directors on procurement requests for medical and office supplies uses reasonable judgement while placing the orders to minimize and reduce costs for the organization maintains documentation for purchase orders.

Ø Under the direction of department management assists in a variety of multiple ongoing projects such as year-end audit form 3ABC filing and new ERP system implementation.

Ø Establishes and maintains files and records and ability to navigate through department systems.

Ø Assists in departmental administrative matters as needed including ordering office supplies and coordinating department meetings and events.

Ø Interprets standard department policies and procedures in response to inquiries communicates information to management.

Ø Performs other duties as required.

JOB SPECIFICATIONS:

Ø Previous (3-5 years) Accounting or Finance related experience required.

Ø Associate degree in Accounting or Finance or equivalent education preferred.

Ø Detail oriented and work product has a very high level of accuracy.

Ø Ability to interact with all levels of internal and external personnel.

Ø Ability to maintain confidentiality and strong work ethics.

Ø Ability to work independently with demonstrated problem-solving skills.

Ø Strong written and verbal communication skills.

Ø Intermediate to advanced skills with Microsoft Office applications (Word Excel Powerpoint)

Ø Ability to complete assigned work by the deadlines given.

Top Keys:

• 5 Years of Full Cycle AP Experience AS/BS Preferred
  
• Advanced Excel & Data Entry Skills
  
• Manual Invoice Experience
  
• Healthcare Industry Experience a plus