Typical pay range: $20.57 - $26.74

ST. CHARLES HEALTH SYSTEM

JOB DESCRIPTION

TITLE:                                      Accounts Payable Specialist I

REPORTS TO POSITION:         Accounts Payable Manager

DEPARTMENT:                         Accounting and Finance

DATE LAST REVIEWED:          February 17, 2021

OUR VISION:                            Creating America’s healthiest community, together

OUR MISSION:                         In the spirit of love and compassion, better health, better care, better value

OUR VALUES:                          Accountability, Caring and Teamwork

DEPARTMENTAL SUMMARY: The Accounting and Finance Department provides Accounting (maintains the financial records for the system, facilitates the external audit and all external financial reporting, prepares the tax reports for the system, prepares and maintains cost reports for the system, reconciles our cash balances, manages the treasury function for the system), Accounts Payable (processes all non-payroll payments out of the system), Payroll (processes all payroll) and Finance (develops near and long-term financial forecasts, develops pro-forma analyses, supports leaders to better understand and influence their financial performance, provides financial analyses and reporting). Not responsible for patient billing, collecting, account management or charity care assessments.

POSITION OVERVIEW: The Accounts Payable Specialist I will provide accounting services to St. Charles Health System customers. Functions in a fast paced work environment with frequent interruptions, maintaining the highest degree of confidentiality at all times. Provides excellent customer service to all hospital/clinic staff and visitors in person and via telephone and committed to professionalism, excellence and quality performance. Provides support to the Accounting and Finance teams. This position does not supervise other Caregivers.

ESSENTIAL FUNCTIONS AND DUTIES:

Performs a variety of accounting tasks involved in maintaining financial records and processing related data such as invoices, checks, vouchers and other documents; monitor and reconcile accounts within financial statements.

Maintains interface with SCHS personnel to obtain and provide information to verify or support financial records and ensure compliance with established SCHS policies and procedures; prepares correspondence and answer inquiries regarding accounting information as required.

Prepares various financial and accounting forms and logs.

Performs Accounts Payable tasks including but not limited to, invoice and payment processing, unclaimed property review, cleared check process and maintaining supplier files. Maintains contact with our internal and external customers regarding their payments.

Specific duties:

Codes and enters invoices in accounting system in a timely and accurate manner. Ensures proper W9 documentation is received, recorded and stored prior to supplier payment.

Audits invoices against purchase orders, researches discrepancies, and requests approval for payment.

Verifies and posts details of business transactions.

Prepares vouchers, invoices, checks, account statements, reports, and other records, and reviews for accuracy.

Assists with the monthly close process, ensuring accounts payable is closed with all related accruals for open purchase orders and unprocessed invoices.

Addresses any issues of employee non-compliance with the travel expense reimbursement policy and assist with resolution.

Assists in the delivery of new employee training of the expense reporting policies and reimbursement process.

Investigates and reconciles problems or issues with vendor/supplier payments and actively works and promotes teamwork with the Supply Chain team. 

Assists with system configuration and other problem solving.

Assists in the development and maintenance of process documentation, including periodic calendars of accounts payable tasks, desk-top reference manuals for each work area, and training manuals.

Supports the 1099 Reporting and filing process.

Participates in process improvement work and assist in additional projects as directed. 

Supports the vision, mission and values of the organization in all respects.

Supports Value Improvement Practice (VIP- Lean) principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.

Provides and maintains a safe environment for caregivers, patients and guests.

Conducts all activities with the highest standards of professionalism and confidentiality. Complies with all applicable laws, regulations, policies and procedures, supporting the organization’s corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.

Delivers customer service and/or patient care in a manner that promotes goodwill, is timely, efficient and accurate. 

May perform additional duties of similar complexity within the organization, as required or assigned.

EDUCATION                  

Required: High school diploma or GED.

Preferred: Two years Accounting degree.         

LICENSURE/CERTIFICATION/REGISTRATION

Required: N/A 

Preferred: N/A 

EXPERIENCE

Required:  N/A

Preferred: Two years accounting experience.

PERSONAL PROTECTIVE EQUIPMENT

Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.

ADDITIONAL POSITION INFORMATION:

Possess the ability to work under pressure and maintain a calm focus and teamwork during hectic periods.

Strong analytical skills and ability to understand and interpret supplier/vendor contracts and agreements.

Detail oriented with the ability to multi-task, effectively meet deadlines and prioritize work assignments.

Possess extensive knowledge of various payment types and payment processing rules.

Possess strong positive interpersonal and communication (written and verbal) skills.

Understanding of the importance of being process oriented.

Able to work independently or in a group, functioning in a fast-paced environment.

Ability to change workflow process and understanding of system configuration as technology develops.

Ability to manage multiple priorities at once and possess strong organizational skills.

Ability to solve problems and think creatively about process improvements.

Ability to work with internal business partners and external customers (suppliers/vendors).

Advanced user of Microsoft Office Suite, particularly Excel.

Experience with Workday Financials is a plus.

Experience with OCR (Optical character recognition) is a plus.

PHYSICAL REQUIREMENTS:

Continually (75% or more): Sitting, keyboard operation, use of clear and audible speaking voice and the ability to hear normal speech level.

Frequently (50%): Standing, lifting 1-10 pounds, grasping/squeezing.

Occasionally (25%): Bending, reaching overhead, carrying/pushing or pulling 1-10 pounds.

Rarely (10%):  Walking, stooping/kneeling/crouching, climbing stairs.

Never (0%):  Climbing ladder/step-stool, lifting/carrying/pushing or pulling 11-50 pounds, operation of a motor vehicle, ability to hear whispered speech level.

Exposure to Elemental Factors

Never (0%):  Heat, cold, wet/slippery area, noise, dust, vibration, chemical solution, uneven surface.

Blood-Borne Pathogen (BBP) Exposure Category

No Risk for Exposure to BBP

.

Schedule Weekly Hours:

0

Caregiver Type:

Relief

Shift:

Is Exempt Position?

No

Job Family:

SPECIALIST PATIENT FINANCIAL SERVICES

Scheduled Days of the Week:

As Scheduled (may include weekends and holidays)

Shift Start & End Time: