Accounts Payable Clerk

Job Title:

Accounts Payable Specialist

Job Description

The Accounts Payable Specialist supports the financial operations across multiple campuses by accurately processing and distributing all accounts payable transactions, including invoices, reimbursements, refunds, and credits. This role ensures timely payments in compliance with organizational policies and regulations, while delivering outstanding service to internal departments and external suppliers. The specialist works within an Enterprise Resource Planning (ERP) system and collaborates closely with finance and supply chain teams to maintain accurate records and support month-end and year-end activities.

Responsibilities

+ Process payments for invoices, reimbursements, refunds, credits, and related items in the Enterprise Resource Planning (ERP) software accurately and on time, in alignment with cash allocation guidelines issued by Treasury.

+ Monitor and consider invoices with sensitive payment terms, rebates, or discount opportunities, and ensure that any issues requiring additional intervention are identified and addressed promptly.

+ Compile, prepare, and distribute mailed payments in a timely and accurate manner.

+ Ensure strict compliance with and enforcement of all applicable policies, procedures, and regulations related to accounts payable activities.

+ Verify that all invoices and expense reimbursements include appropriate and required documentation and approvals before processing.

+ Maintain compliance with supplier file processes and standards so invoices and payments are issued to the correct supplier, location, and payment method.

+ Maintain a database and related files for supplier invoices that cannot be processed in the ERP system, ensuring documentation is accurate, complete, and reviewed and updated at least weekly.

+ Respond to inquiries and requests for assistance from departments, colleagues, and suppliers in a timely, professional, and service-oriented manner.

+ Assist, educate, and support internal departments and suppliers regarding invoice and reimbursement processing, policies, and payment status.

+ Support monthly and year-end activities, including assisting with the completion of 1099 filings.

+ Assist with the identification and pursuit of unclaimed funds associated with the organization.

+ Ensure financial records are properly maintained, organized, and accessible to support compliance with financial processes and regulations.

+ Collaborate with other departments to support organizational and supply chain missions, providing outstanding customer service in a collaborative and efficient manner.

+ Work closely with supply chain functions such as Sourcing & Contracting, Data Integrity, Accounts Payable, and Receiving and Distribution, as well as Finance and Treasury, to resolve issues and improve processes.

Essential Skills

+ Minimum of 2 years of accounts payable experience.

+ Experience working with accounts payable processes, including vendor invoices, reimbursements, refunds, and credits.

+ Proficiency with accounting software and Enterprise Resource Planning (ERP) systems.

+ Strong vendor communication skills and ability to interact professionally with suppliers and internal stakeholders.

+ Proficiency with Microsoft Office, including strong skills in Microsoft Excel.

+ Accurate data entry skills, particularly in Excel.

+ Solid computer skills, including scanning, filing, and general administrative support tasks.

+ High level of attention to detail and accuracy in all financial transactions and records.

+ Ability to maintain organized files and documentation for invoices and supplier records.

+ Strong written and verbal communication skills with timely response to inquiries.

+ Ability to work collaboratively within a team-oriented environment.

+ Associates degree.

Additional

Skills & Qualifications

+ Experience working within a large, multi-campus or multi-entity organization.

+ Familiarity with 1099 reporting and year-end financial activities.

+ Experience handling sensitive payment terms, rebates, and discount opportunities.

+ Comfort working with a high volume of vendor invoices and payments.

+ Ability to manage multiple tasks and deadlines while maintaining accuracy.

+ Strong organizational skills for maintaining databases and supporting documentation.

+ Typing proficiency and ability to work efficiently with digital records.

+ Interest in long-term growth and development within a large health system.

Work Environment

This role is part of an accounts payable…