Accounts Payable

Job Summary The Accounts Payable Specialist ensures that all invoices received from vendors are processed accurately and timely. It is the responsibility of Accounts Payable to control expenses by verifying invoices are accurate and proper internal controls are followed to ensure the integrity of financial information. Job Specific Competencies 1. Accounts Payable a. Match purchase orders to invoices and work with Purchasing to identify differences b. Review invoices for appropriate receipts, coding, and approval c. Enter invoices into the accounting software d. Evaluate and reconcile all vendor statements and manage all inquiries e. Invoice scanning and maintaining accurate filing systems f. Manage and verify all expense reports and ensure compliance with company policies g. Process payments by check, credit card, and ACH h. Obtains W-9 forms from new vendors and checks OIG for exclusion i. Process and maintain 1099 statements j. Monitor all vendor calls and address all issues for account payable schedule and appropriate disbursements in a timely manner k. Evaluate all account payable balances and resolve all unpaid invoice issues l. Develop and maintain relationships with vendors and team members m. Manage document storage and comply with record retention requirements n. Maintains strict confidentiality of all account payable information o. Process OIG Exclusion reports monthly 2. General Ledger a. Maintains and enters month-end entries for prepaid expenses b. Process monthly AP accrual entry and verify expenses are recorded in the proper month c. Reconcile AP Aging Reports to General Ledger Balance d. Maintain current outstanding check report in support of cash reconciliation 3. Reporting a. Calculate and process monthly excise tax report b. Research and communicate monthly budget to actual discrepancies c. File unclaimed property report annually General Duties and Responsibilities 1. Performs other duties and tasks as assigned by supervisor. 2. Expected to be prepared to start shift at scheduled time, meet attendance standards, and work the hours necessary to perform the essential functions of the job. 3. Follows all safety policies and general housekeeping practices. Ensures the area and its equipment and supplies are neat, clean, safe and utilized appropriately at all times, and participates in emergency drills. 4. Demonstrates sound work ethics, flexible, and shows dedication to the position and the community. 5. Demonstrates a positive attitude, is respectful, and possesses cultural awareness and sensitivity toward clients and co-workers. 6. Keeps customer service and the mission of the organization in mind when interacting with all clients, co-workers, and others. 7. Employees are expected to embrace, support and promote the core values of respect, integrity, trust, compassion and quality which align with the CVCH mission statement through their actions and interactions with all patients, staff, and others. 8. Conforms to CVCH policies and Joint Commission and HIPAA regulations. Job Specifications 1. Education: High School Diploma or equivalent. Prefer AA degree in Business or Accounting. 2. Certification/Licensure: N/A 3. Experience: Office bookkeeping experience with a minimum of one (1) year Accounts Payable and/or Purchasing experience. May substitute education and training/certification for experience. Healthcare experience preferred. 4. Language Skills: English required. 5. Essential Technical/Motor Skills: Knowledge of computer applications. Basic computer experience; adequate typing. Competent in Excel and Word, 10- Key operation by touch. Intermediate to advanced computer skills. Knowledge of computer applications and equipment related to work. Effectively work in a multi-task environment, prioritizing tasks properly, and completing tasks/projects in a timely manner. MIP software experience preferred. 6. Interpersonal Skills: Capable of working with minimal supervision. Ability to maintain effective working relationships with internal and external customers. Ability to work under pressure in a fast paced environment. Strong attention to detail and ability to be work focused. Excellent customer service skills, ability to work in a collaborative team work environment. Strong interpersonal and communication skills, with the ability to work effectively with a wide range of customers (internal/external). Develop and maintain effective working relations with staff, managers, and the public. Able to work well independently, learn quickly and adjust work assignments in response to system changes. 7. Essential Physical Requirements: This job is performed mostly in a typical inside, office environment. Essential physical requirements of this job include: light physical effort; repetitive motions of wrists, hands, standing, walking, lifting, reaching, kneeling, bending, stooping, pushing, and pulling; frequent sitting; lifting and/or moving items weighing a minimum of 50 pounds (assistance is available as needed); ability to read forms and computer screens and to read correspondence and other documents. Long periods of sitting at a workstation, long hours looking at a computer screen. 8. Essential Mental Abilities: Familiar with computerized accounting systems, strong organizational skills required. Familiar with coding and entering of accounts payable invoices, some account reconciliations. Strong analytical and problem solving skills. Attention to detail, problem solving, basic calculations, ability to count money and handle cash. 9. Essential Sensory Requirements: Ability to: read computer keyboard, monitor, and documents; prepare and analyze documents; read extensively; hear, recognize, and assess information; receive and convey detailed information orally, by telephone and in person; convey accurate and detailed instructions by speaking to others in person and by telephone. 10. Exposure to Hazards: Worker is subject to inside environmental conditions on a frequent basis with moderate/extreme noise. Blood/Fluid Exposure Risk Category III 1. Tasks involve no greater exposure to blood, body fluids, or tissues than would be encountered by a visitor. Category I tasks are not a condition of employment. Age Specific Competency Position does not involve patient care. Position will demonstrate general knowledge and skill to effectively communicate and provide safety measures to all life cycles. Telecommuting: • Position not eligible for Telecommuting Benefits *Coverage below based on a 1.0 FTE; Medical, Dental, Paid Leave, Holidays are prorated based on FTE Benefit: Coverage: Effective: Medical Premera (Self Insured) Preferred Provider Employee covered - $50.00 per month Dependents covered - please refer to the benefits Guide 2024 for rates First of the month following the first date of employment. Dental Washington Dental Employee covered - 100% Dependents covered - 50% First of the month following the first date of employment. Paid Leave 120 hours - Year 1 136 hours - Year 2 Each year after that employee will accrue 8 hours of PTO each year, on their anniversary date, until they reach a maximum of 208 hours at 10+ years. Paid Leave may be used immediately for sick leave and after 3 months employment for vacation. Maximum accrual cap of 320 hours; hours in excess of 320 hours will automatically transfer into the employees EIB. Extended Illness Bank (EIB) Allows for maximum accrual of 200 hours PTO hours in excess of 320 will transfer into EIB. Employees are eligible to use EIB hours after at least 3 consecutive scheduled working days of PTO (max 24 hours) which have been used for a personal illness and/or a qualifying event under FMLA or the WA Family Care Act. Holidays 88 hours related to: • New Year's Day • Memorial Day • 4th of July • Labor Day • Thanksgiving Day • Day after Thanksgiving • Christmas Eve • Christmas Day • 3 Diversity Days Holidays are calculated as 8-hour days if full time, 1.0 FTE, and paid based on the calendar year (January 1 through December 31). Holiday hours will be added to the employee's timecard automatically. If an employee is part-time, as documented in our HR/Payroll system, Holiday hours will be pro-rated. If an employee starts after the calendar year has begun, holiday hours will be prorated based on remaining holidays in the calendar year and diversity days will be prorated as outlined below: • Jan 1- April 30: 3 diversity days (24 hours if 1.0 FTE) • May 1 - August 31: 2 diversity days (16 hours if 1.0 FTE) • Sept 1 - Dec 31: 1 diversity day (8 hours if 1.0 FTE) Please refer to the Paid Leave policy for additional details. 403(b) Retirement Plan Lincoln Financial 150% CVCH match up to 3% of the employee's contribution Immediately. Vesting schedule: 20% at 2 years, 50% at 3 years, 60% at 4 years, and 100% at 5 years. Employee Assistance Program Mutual of Omaha Free short-term counseling for employee and family Immediately. Call Long-term Disability Mutual of Omaha Employee Only (variable) First of the month following the first date of employment. Benefit: Coverage: Effective: Basic Term Life Mutual of Omaha Employee Only (1x annual salary, up to $200,000) First of the month following the first date of employment. Group Accidental Death and Dismemberment (AD&D ) Mutual of Omaha Employee Only (1x annual salary, up to $200,000) First of the month following the first date of employment. Supplemental Term Life Mutual of Omaha Employee / Spouse / Dependent(s) First of the month following the first date of employment. Voluntary AD&D Mutual of Omaha Employee / Family First of the month following the first date of employment. Health Reimbursement Arrangement RedQuote Reimbursement for out of pocket expenses for services received at CVCH (medical, dental, and prescription) by employees and their dependents enrolled in our medical plan. Up to $750 per family per year. First of the month following the first date of employment. Flex Plan: Medical RedQuote Flex Plan: Maximum $3,200 per year Direct Deposit available First of the month following the first date of employment. Flex Plan: Dependent Care RedQuote Flex Plan: Maximum $5,000 per year Direct Deposit available First of the month following the first date of employment. AFLAC Supplemental insurance - cafeteria plan First of the month following the first date of employment. Wellness Stipend CVCH will reimburse staff up to $30 per month for a local gym membership OR CVCH will reimburse up to $150 per year for a subscription type workout program service (i.e.: Beachbody on Demand, Les Mills, etc.) Immediately. Once employee has submitted invoice to HR/Payroll department. Cell Phone Discounts Discounted monthly access fees Discounted select accessories and special equipment Available for personal cell phones, currently in place with AT&T & Verizon Benefit: Coverage: Effective: Tuition Reimbursement For approved courses, the cost of tuition, books, and lab fees may be reimbursed at 75% of the actual costs up to a maximum of: • $4,000 for an Associate's degree, vocational, technical, or certification program • $6,000 for a Bachelor's degree • $8,000 for a Master's degree Upon approval; regular employees who work at least 20 hours per week, have successfully passed their evaluation period and are in good standing may apply. Employees must agree to work for a period of two (2) years from the date of receipt of tuition reimbursement and obtain satisfactory completion of approved courses or Challenge Exams. Compensation: $18.46-$25.96/hourly (based on experience)

Created: 2024-10-29