NA Nursing Assistant Pratt Cardiac Nights

Job Description Summary

Performs complex, responsible and confidential duties necessary for accurate and timely disbursements to our vendors, patients, managers and others for the following corporations:
South Shore Hospital Health & Education, South Shore Property, PHO, and Coastal Medical, Inc. Under the general direction of the Accounts Payable Manager, performs a variety of duties in accordance with established Hospital policies and procedures. Position requires interaction with employees, department heads, vice presidents, vendors and Materials Management staff. The ability to work independently, without supervision, while processing the Accounts Payable weekly check runs for the above eight corporations is essential.

• Reviews and inputs invoices, check requests, and employee reimbursement and assures all are being paid within established terms according to policy.
• Monitors vendor statements on a monthly basis to ensure that the account is up to date. Resolves any outstanding issues with the vendor whenever necessary.
• Is responsible and required to meet all applicable deadlines for Accounts Payable month end closings as well as all general posts.
• Assists the General Accounting staff with problems regarding accruals, invoices, stale checks, expense periods and inventory.
• Assists in weekly check runs throughout entire process.
• Assists in year–end 1099 processing and preparation by verifying all data paid in applicable year. Also, gathers vendor tax information, exemption certificates and runs preliminary 1099 reports to ensure the 1099’s are correct.
  • Collects W9 information and maintains A/P tax information to meet IRS regulations.
• Maintains the integrity of the Vendor Master File to ensure payments are aged properly, in order to keep cash “in–house” as long as possible. Ensures vendor invoices are paid in a timely fashion in order to take all available discounts.
  • Prepares manual checks, after proper authorization, according to established accounts payable procedures
  • Maintains the “invoices out for Approval file” to ensure departments are returning invoices sent out for approval.
  • Monitors “Price Variances” to ensure no over payments are made to vendors.
• Monitors “Receipt Variances” to ensure correct shipments are made to the institution.
  • Monitors “Uninvoiced Receipts” on a monthly basis to ensure accounts are up–to–date and expenses are charged to departments correctly.
• Monitors outstanding credits on a monthly basis to ensure credits are properly being deducted from vendor checks. Takes necessary steps for collection of cash when there are no outstanding payables.
• Monitors and maintains the Accounts Payable/Materials Management system.
  • Responsible for the maintaining of the approval list in order to follow Hospital policy
• Handles phone inquiries from employees, managers, directors, vice presidents, vendors and sales representatives.
• Works with Accounts Payable software when problem resolution is required.
• Maintains confidentiality of sensitive information.
• Possesses the understanding and experience to work with an integrated Accounts Payable/Materials Management system.
• Prepares documentation for the bank in stop–payment situations. Updates the Accounts Payable system to reflect such entries
• Runs reports and queries on demand to assist departments with their budgets and other inquiries as needed.
• Participates in the Fiscal year end processing of invoices. During this time overtime and weekend hours may be required.
• Ensures that all Independent Contractors have an Independent Contractor form signed and on file before a new vendor is created with the prefix of "I".

I. Technology and Learning

• Participates in continued learning and possess a willingness and ability to learn and utilize new technology and procedures that continue to develop in their role and throughout the organization.
• Embraces technological advances that allow us to communicate information effectively and efficiently based on role.

• Other duties as required.

Knowledge of accounts payable or bookkeeping procedures. Data entry on "on-line" system.