Accounts Payable Specialist - Accounting​/Req

• Location 1600 West Avenue J,Lancaster, CA, 93534,United States
• Base Pay $21.72 - $31.40 / Hour
• Job Category Accounts Payable Specialist, Accounting
• Employee Type Regular
• Required Degree 2 Year Degree

Under the direction of the Controller, the Accounts Payable Specialist is primarily responsible for the timely and accurate payment of vendor invoices, and check disbursements. The Accounts Payable Specialist is responsible for ensuring that all back-up documentations have proper signature and authorization, all agreed price and quantity commitments were met by vendor. Duties and responsibilities may be rotated between Accounts Payable Specialist personnel.

A. Process invoices and payment vouchers in the Accounts Payable system, including patient refunds and garnishments.

• Ensures invoices are matched with the appropriate purchase orders and pricing.
• Ensures proper approvals and coding for invoices and payment vouchers not initiated by purchase orders, this would include check requests.
• Process non-purchase order payment requests by batch posting method.
• Prepares payment to vendors following the check run, wire and/or EFT process

B. Process incoming mail.

• Open and date stamp invoices and statements from vendors.
• Open and date stamp interoffice mail.
• Print and date stamp invoices and statements received via email.

C. Maintain necessary logs and prepare analytic reports on Accounts Payable activity.

• Maintain Check Number Log.
• Reconcile with each check run to ensure each check is accountable for
• Maintain Travel Authorization Log and ensure Travel Authorizations are closed and follow AVMC policy guidelines.
• Maintain New Vendor Setup Log for review and signoff by supervisor.

D. Maintain accurate and complete Accounts Payable vendor files.

• Create new vendor labels for each new fiscal year.
• Create labels as new vendors are added to the Accounts Payable system.
• Prepare vendor files from past fiscal year to be send out to storage.

E. Maintain and prepare 1099 records for amounts paid to outside contractors.

• Ensure accurate W-9 is received and filed prior to 1099 vendor setup
• Maintain current and accurate information in Magfiler or IRS filing system.

F. Process vendor statements on a monthly basis.

• Research and document status of past due invoices that are 30 days or older.
• Maintain vendor statements for supervisor and auditor’s review.

G. Determine the following Accounts Payable reports are current and accurate:

• A/P Historical Aging Report.

H. Professionally communicates with outside vendors, Materials Management and other hospital departments to resolve invoice discrepancies and to answer any questions regards payment status.

I. Prepare requests for employee reimbursement to be processed by payroll.

• Review Accounts Payable check disbursements for correct vendor information, coding errors, discounts taken and sales tax.
• Assists Accounting department staff with duties as assigned
• Assists with running ad hoc Accounts Payable reports and preparing needed support as requested.

• Knowledge of computerized accounts payable systems.
• Knowledge of Microsoft Word, Outlook and Excel.
• Knowledge of proper and accurate composition and grammar.
• High School level knowledge of mathematics.

• Skillful in time management.
• Good oral and written communication skills.
• Skilled in accurate usage of to-key calculator.

• Ability to match purchase orders to invoices.
• Ability to reconcile vendor statements.
• Ability to process large quantities of documents and to work within deadlines in a fast-paced environment.
• Ability to follow verbal and written instruction.

• Patients Come First – We listen…