AP Specialist

Job Description

Job Description

WHAT WE'RE ABOUT

We believe care goes beyond a medical chart. With kindness and integrity as our guide, we strive for excellence in every interaction.

Requirements :

You care.

POSITION SUMMARY

The AP Specialist is responsible for the processing of accounts payable transactions accurately and timely in accordance with the Organization's policies.

DUTIES AND RESPONSIBILITIES

• Maintains a thorough understanding of all Accounts Payable functions, organizational policies and procedures, government regulations, DSSI ordering, data information systems and business relations with other companies as well as outside vendors.
• Codes invoices with the AP software (Stampli) daily using the Descriptive Chart of Accounts and routes to the appropriate facility approvers, ensuring that all invoices are reviewed and approved by the CEO and processed promptly.
• Process invoices, bills and expense reports by indexing, coding and routing them for approval
• Maintains the facility Petty Cash budget ensuring that all receipts are tracked on the petty cash reimbursement sheet and submitted for reimbursement monthly following the guidance of the Petty Cash Policy.
• Verifies the accuracy of invoices received for quantity, unit price, extensions and discounts and matches packing slips with the purchase order. Communicates with department supervisors on invoices and purchase orders containing errors.
• Completes month-end process ensuring all monthly invoices and facility expenses are keyed and submitted per corporate close schedule (no later than 9 business days after month end).
• Informs Home Office AP and Accountant during Month End close of any missing expenses for accounting to accrue prior to month end close.
• Reconciles monthly statements, confirming all invoices are entered prior to month end; Reaching out to vendors for statements and confirming all invoices have been entered into AP Software (Stampli).
• Ensures new vendors are processed in accordance with policies and procedures. Requesting a W9 from all new vendors.
• Notifies and resolves issues with suppliers and vendors concerning questions on invoices as requested by department supervisors. Following up on revised invoices to enter in AP Software (Stampli).
• Receives PDF checks (such as facility petty cash, RFMS, employee reimbursements, etc.), printing them and distributing them to the appropriate personnel
• Attends weekly call with home office AP to review vendor detail report and missing expenses.
• May be cross trained in Accounts Receivable, Payroll, Admissions, Receptionist and other appropriate business office functions and provides backup in these areas
• Participates in and assists in departmental studies and projects as required.
• Works with facility consultants as necessary and implements recommendations as needed.
• Performs other related duties as required.

The above listing of duties and responsibilities are not intended to be all-inclusive but rather to serve as a description of the range of duties and general nature of the position. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.

KNOWLEDGE, SKILLS, ABILITIES & QUALIFICATIONS

• High school diploma or equivalent required; AA degree in business, accounting or related subject preferred.
• 1-2 years' accounts payable processing experience required.
• Knowledgeable about general accounting principles.
• Must be able to use a 10-key calculator.
• Align with the Organization's mission and values, delivering high-quality, person-centered care with dignity, respect, compassion, and integrity.
• Ability to interact professionally with residents, families, staff, and the public, and handle challenging situations with respect.
• Understanding and adherence to relevant regulations, policies, and procedures.
• Effective team member with strong communication and cooperation skills.
• Ability to organize, prioritize, and meet deadlines.
• Follow instructions, accept feedback, and function well in a dynamic environment.