Accounts Payable Service Representative 2

Overview

To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values - integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day.

Performs a variety of routine to complex administrative support accounting functions that are part of a high-volume integrated supply chain management process by reviewing, researching identified discrepancies and processing requests for Accounts Payable (A/P) disbursements (purchase orders, invoices for services, and/or non-purchase order check requests) for assigned vendors and multiple companies within the organization. Utilizes integrated computer software application (Infor), and may use electronic data interchange (EDI), to process requests for vouchers and checks, post payments and credits to vendor accounts, and produce associated reports. Leads the introduction of the Health Systems ImageNow optical scaning and workflow automation technology within the Accounts Payable department. Completes daily and periodic monitoring activities and analyses; effectively communicates and serves as a liaison between requisitioning departments, purchasing and receiving departments, third party clearing-house companies and/or vendors in response to inquiries, to trouble shoot problems and correct discrepancies, and to help ensure timely and accurate payments. All functions are performed in accordance with established departmental and organizational policies and procedures; however, Level 2 representative are expected to function more independently in handling more complex A/P functions. Effectively deals with high-volume complex vendors and/or vendors utilizing web-based EDI applications. Performs more difficult reconciliation utilizing electronic tools. Actively serves as a support and resource to peers, and often lead the introduction of techneology changes within the AP department.

EEO/AA/Disability/Veteran

Responsibilities

• VOUCHER PROCESSING - Reviews and processes requests for A/P disbursements (Three-Way Match for purchase order invoices, or Two-Way Match for services invoices) for assigned vendors for completeness and compliance with financial policies, procedures, and contractual agreements with vendors. Performs calculations to determine appropriate payment schedules and makes necessary modifications to vouchers.
  • Develops and maintains thorough knowledge of the organization's supply chain management process, and department and organizational procedures for processing A/P disbursements.
  • Completes Three-Way Match voucher process to verify and ensure that all identifying information and line items on purchase order, receipt and invoice are in agreement.
  • Completes Two-Way Match voucher process by obtaining written approvals from requisitioning department for Services Invoices. Establishes and maintain effective system to ensure appropriate and timely follow-up for missing approvals.
  • Completes Two-Way Match process for Check Requests (non-purchase order vouchers) ensuring written approvals from requisitioning department.
  • Works closely with Purchasing and Receiving departments to ensure proper handling of invoice within 5-7 days from date of invoice, and to ensure that purchase orders and products received have been accurately recorded in system.
• INTEGRATED INFOR SOFTWARE APPLICATION - Completes A/P process utilizing integrated Infor software application to code, perform data entry and verify A/P data in order to create and batch payment vouchers, assuring timely payment for 95% of processing, post payments and credits to appropriate vendors, and generate appropriate disbursement reports.
  • Develops and maintains knowledge of numerous A/P, financial and supply chain management data entry panels within Infor application to look up and verify various stages of supply chain management for requested disbursements. Accurately performs required data entry, and prints required reports from the system.
  • Completes voucher process entering hard copy invoices into Infor within three to five days from receipt of invoice into hospital; completes daily reconciliation of EDI invoices making appropriate changes within Infor.
• ELECTRONIC DATA INTERCHANGE (EDI) - May be required to develop and maintain knowledge of web-based EDI applications and vendor procedures in order to independently look up and verify data, research and resolve discrepancies, perform complex analyses, print reports and electronically transfer data between A/P and other organizations.
• ANALYTICS AND REPORTING - Methodically review, monitor, research and resolve discrepancies in invoices, purchase orders, receipts and vendor statements. Utilizes web-based EDI applications to transfer data and reports between A/P, high volume vendors and third-party clearinghouse organizations, process requests for A/P disbursements, and/or as a tool to complete complex reconciliation of invoices to ensure timely and accurate processing of payments and avoid liabilities for potentially significant finance changes for late payments. Utilize in-depth knowledge of the A/P and Supply Chain process to resolve and work through day to day process issues as well as identify and assist in resolving more complex work flow issues through out the A/P process.
  • On a daily basis, prints and reviews detailed reports and completes somewhat complex reconciliation of discrepancies between Infor A/P reports of invoices and vendor reports/databases of invoices accessed through web-based EDI to ensure invoices are processed in a timely and accurate manner. On a daily basis, review, research and resolve discrepancies with individual, manually processed invoices.
  • On a monthly basis, solicits electronic vendor statements from Top 10 vendors from own assigned vendors. Reviews statements, identifies and resolves any outstanding issues.
  • Develops and maintains record-keeping to manage own volume and workflow associated with vendor assignment, and to ensure timely and appropriate follow-up with customers.
  • RNI reports identify products that have been received by the organization but are not associated with an invoice in Infor. Periodically reviews RNI reports for assigned vendors and independently works with vendors, and purchasing/receiving department representatives to bring to resolution and reduce dollar amounts of RNI to ensure that payments are made as close as possible to the receipt of products.
    Independently and proactively monitor and work with receiving and operational departments to reconcile RNI to detail vendor statements.
  • Buyer Messages identify discrepancies in price on purchase order and dollars appearing on invoice. Continually reviews and is persistent in following through with buyers and vendors regarding Buyer Messages to help ensure that discrepancies are resolved and messages are cleared in a timely fashion
  • QUALITY IMPROVEMENT - As requested, participates in activities or committees to review and improve workflow and processes within the department. Willingly learns and adapts to process and workflow changes due to changes in systems and or technologies utilized to review and process AP disbursements.
    • Assists in developing work flows and procedures (e.g. new process associated with vendor that transitions to EDI invoicing and payments), and assist in training others within the department
• CUSTOMER SERVICE - Provides exceptional customer service through ongoing professional communications, and continual follow through with requisitioning departments and vendors. Demonstrates outstanding customer service and the Key Behaviors outlined in the Hospital's Core Success Factors in all interactions. Demonstrates a complete understanding of customer needs and works independently to address.
  • Serves as a liaison between requisitioning departments, purchasing and receiving departments, and/or vendors by selecting the most appropriate method to communicate inquiries (verbal, written or electronic) and follow through until discrepancies or problems are resolved and the process completed.
  • Follows established guidelines for methods and frequency for communications and follow through.
  • Communicates progress reports to customers concerning status of problem resolution.
• MISCELLANEOUS ADMINISTRATIVE - On a rotating basis, open, date-stamp, sort and distribute to appropriate employees all incoming mail for the Accounts Payable department. Follows established department procedures for maintaining electronic and hard copy files and associated records.
  • Puts voucher cover sheet on top of invoice once it has been processed, accurately recording the voucher number in upper right corner. Files invoices in numeric order in the file cabinet on a daily basis, with no exceptions.
  • Performs other required duties as assigned.
• OPTICAL SCANNING AND WORKFLOW AUTOMATION - Is required to lead the introduction of the Health Systems optical scanning and workflow automation capability and to process PO invoices and check requests. This capability significantly changes the manner in which invoice processing takes place in AP by depending on automated workflow processing which requires an indepth knowledge of the ImageNow system design and workflow protocols. The AP Service Rep level 2 is required to manage the introduction of this intregated procurement to payment process using only on-line tools.

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Qualifications

EDUCATION

• High school diploma or GED required; Associates or Bachelors degree in Accounting, Business or related field is preferred.

EXPERIENCE

• Minimum of 2 years accounts payable or similar invoice processing experience, or completion of a 4 year Bachelor's degree in a Finance or related major required. Experience using automated accounts payable systems (Infor preferred), with demonstrated experience in electronic vendor statement reconciliation strongly preferred. At least one year in Level 1 role.

SPECIAL SKILLS

• KNOWLEDGE OF: Superlative time management skills, superlative organizational skills, effective critical thinking skills combined with excellent interpersonal skills, effective verbal and listening communication skills. Excellent math skills, general accounting principles, and thorough understanding of the relationship between accounts payable and supply chain management Standard accounts payable policies, procedures and regulations; purchase order, invoices, and related accounts payable documentation . Intermediale Alpha-numeric keyboarding skills (50 wpm); Intermediate to advanced end-user skills using Window-based software applications (Microsoft Office - Word, Excel and Powerpoint preferred) to process data into database applications and to produce, format and generate reports. Intermediate to advanced end-user skills in Infor A/P and Supply Chain management database application; and advanced understanding interfaces and procedures to follow for assigned vendor applications accessed through EDI. Skill in use of operating basic office equipment (e.g. copies, fax, calculator, multi-function telephone) Strong detail orientation with strong data review and processing skills; Record maintenance skills. Understand the supply chain process and A/P's role and integration into that process, and to influence the supply chain process to improve A/P's role and performance Independently analyze and solve complex A/P problems Multi-task and organize/manage tasks and activities on daily basis in a high-volume, fast-paced accounting environment. Function independently as a self-motivated achiever; but must also possess strong team working ability Understand and follow specific written and verbal instructions and procedures. Maintain confidentiality of records and information.

YNHHS Requisition ID

199522