Accounts Payable Specialist

Basic Purpose

This person will function as an accounts payable specialist and is responsible for all of the duties and functions as dictated by the Policies and Procedures in order to ensure effective, efficient and accurate financial information. These duties and responsibilities are not set forth for the purpose of limiting the assignment of work. This is not to be construed as a complete list of duties.

This position may include occasional overtime.

• Manage AP Inbox. Print and distribute all invoices to appropriate AP Staff for processing. Review statements and requests for payment status. Open and date stamp both inter-facility and outside mail daily and distribute to the proper individuals
• Forward non-PO invoices for assigned companies to appropriate Manager for approval
• Handle all vendor phone calls for assigned companies
• Research and resolve invoice discrepancies and issues timely
• Perform 3-way match (PO, Invoice, Goods Receipt) for assigned companies and communicate discrepancies (quantities, pricing, outstanding receipts, etc.) to the Purchasing Department
• Respond to all emails and voicemails daily
• Scan all invoices to the electronic invoice storage system

• Set invoices up for payment and run checks/ACHs weekly (or as needed) and match to the appropriate invoices and other support
• Separate checks requiring dual-authorization and give to AP Supervisor for review
• Mail signed checks and required attachments
• File paid invoices timely and save copies of scanned checks to Accounting folder
• Scan copies of invoices posted to the GL prepaid account to the network Accounting folder along with copy of remittance support when paid
• Review PO Clearing and Open PO reports to address missing or problem invoices

• Escalate invoice issues to AP Supervisor as identified
• Meet monthly with AP Supervisor to review outstanding items prior to monthly close
• Cut 1st of the month checks as scheduled for doctors, rents and other miscellaneous transactions
• Audit AP processed invoice binders-compare to AP Trial Balance report-investigate and correct any discrepancies
• Review expenses in GL for each assigned company and make corrections as needed or contact vendor if missing invoices are identified

• Review vendor statements monthly/quarterly/annually as needed and maintain on tracking worksheet.
• Assist with year-end audit by providing supporting documentation
• Assist AP Supervisor with preparing Forms 1099 and 1096 for government reporting
• Complete Healthstream assignments timely
• Attend relevant training sessions in‑house and/or attend outside job related seminars if available during the year
• Order office and coffee supplies for Finance staff when needed
• Other projects as assigned

• High School Diploma or GED (Required)
• Minimum 1 year experience in Accounts Payable (Required)

• Knowledge of accounts payable, Sage 100 experience is a plus
• Typing and computer skills
• Proficiency in MS Office. Intermediate proficiency in Excel preferred.

• Ability to organize and set priorities
• Strong attention to detail
• Communicates clearly and professionally
• Problem solving
• Can work independently and in a team environment
• Maintain confidentiality