Accounts Payable Coordinator - HealthcareSource Medical Center

Position Description:

Accounts Payable Specialist

Basic Function: Responsible to process payments for vendor invoices, check requests, and various reimbursement requests, in an automated system, in accordance with established procedures and policy. Works closely with purchasing, stockroom, general accounting, and is the front line contact with the vendor in maintaining good credit and payment relations.

Major Responsibilities:

1. Responsible to process invoices or check requests for vendors/business segment assigned, utilizing both electronic 3-way matching and paper matching approaches. This includes auditing invoices or payment requests, verification of support documentation and payment authorization, and entry into the Lawson accounts payable system. Works with vendors to establish electronic invoicing and/or electronic payments where appropriate. Includes matching invoices to checks for final payment verification, as well as voiding and/or reissuing checks when required.

2. Reviews account coding provided to help ensure that disbursements are accurately assigned to the proper general ledger expense category. Must be knowledgeable of the organizations chart of accounts, capital expenditure criteria, policy stances, and possess a general concept of the budgeting process.

3. Responsible to enter all vendor master records into the system, requesting and assessing W9 forms and other support documents, to establish the correct legal payment name, federal taxpayer identification number, address, payment terms, reportable income codes, payment options, etc. This includes the initial set-up of the vendor master subset record used by purchasing for the issuance of purchase orders.

4. Collaborates with vendors, purchasing, stockroom, general accounting, and Gundersen departments on a daily basis to resolve discrepancies in pricing, receipts, or general ledger coding, or payment approval. On a weekly basis, assess and coordinate with purchasing and/or the stockroom, the resolution of older outstanding PO Cost Messages, Receiver Holds, or similar invoice problems. On a monthly basis, review and coordinate the resolution of open items on vendor statement, returns report, vendor credit balances, etc. Involves both electronic messaging and manual follow-up approaches.

5. Prepares worksheet reconciliation of assigned general ledger accounts, vendor accounts, or issues of interest, supported by appropriate research or analysis, for review by supervisor, general accounting, and/or auditors. 6. Applies technical knowledge of sales tax laws, federal excise tax laws, and 1099 reporting requirements, so as to ensure that taxes are not inappropriately paid, and that 1099 reporting requirements are met. Responsible to have sales tax exemption forms issued, and to request W9 forms for file purposes. 7. Other duties as assigned. Principal Interfaces Internal: Purchasing, stockroom, accounting, all levels of management, employees, physicians, etc on a daily basis. External: Primarily vendor credit departments and sales representatives. Age Specific Population Served: NA

OSHA Category: Category III - No risk of occupational exposure.

POSITION QUALIFICATIONS

Education/Learning Experience:

Required: Associate Degree - accounting or finance. Desired: Accredited college/university degree - accounting or finance major. Work Experience: Required: 0-2 years in an accounts payable or closely related function. Desired: 2-5 years in an automated accounts payable system (top 10 industry software application) combined with practical accounting applications.

Skills/Knowledge:

Required: Knowledgeable of accounts payable function, with accounting exposure, analytical, pc literate, data-entry proficient, some Excel and Word knowledge, strong oral and written communication skills. Desired: Broad knowledge of the accounts payable function, high volume invoice processing (75-125 invoices per day), including some general ledger work, intermediate worksheet (Excel) analysis capabilities, strong and concise communications, excellent people skills, and a desire to be a team member. Exposure to purchasing functions a plus. Licenses/Certifications: Desired: CAPP/APS Physical Requirements/Demands of the Position High volume data entry, filing in desk drawers and/or file cabinets.

*AHA11*

PI240463560