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Summary Description:

The Baystate Health Accounts Payable Analyst functions as the primary contact for all department special programs including, but not limited to virtual payables, Pcard and Pharmacy and Utility vendor invoice processing. This individual is responsible for overseeing all aspects of virtual payables program(s), including; resolution of payment discrepancies, maintenance of all procedural documents for processes required as a part of the card program(s), preparation and reporting of metrics by program and attending to customer inquiries in an efficient and timely manner. For the purpose of this job description, "Pharmacy" assumes Inpatient, Outpatient, Specialty and Ambulatory Pharmacy functions. This individual is responsible for ensuring the accurate and timely processing of all Pharmacy invoices including; invoices processed via EDI, invoices processed via upload, invoices not associated with a purchase order and purchase order match invoices.

This employee will collaborate daily with members of the Pharmacy teams and routinely with other internal and external customers related to Accounts Payable policies and procedures and should be well acquainted with any vendor portals for managing card programs in use.

The incumbent will also be responsible for the collection, intake and processing of Utility invoices for the system; working with vendor contacts as needed and addressing needs with urgency. Additionally, this individual may be called on to participate in ad hoc projects and data analysis, as needed.

Job Requirements:

1) Manage daily and monthly operations of the employee Pcard program (approx. 30 cards/accounts), including but not limited to:

Order new cards and provide new cardholder training

Maintain existing and add new user accounts in program website

Follow-up with cardholders, monthly with reminders to code and sign off on transactions for the card cycle

Complete re-classes

Prepare and post the Pcard accrual and Pcard reconciliation in line with month end deadlines

Collect and audit receipts for each cardholder against billing statements and respond with questions and concerns, as needed.

Run a billing statement at the close of each cycle and send a memo, via email to Treasury confirming amount due to program vendor for previous cycle, index the "invoice" in OnBase and enter the "invoice" in Lawson.

Work closely with our contracted travel vendor to gather and "code" all travel posted to an assigned Pcard during the previous card cycle.

2) Manage daily and monthly operations of the vendor ePayables program, including but not limited to:

Maintain existing and add new user accounts in program website

Keep current the spreadsheet of active vendors enrolled in the program with related card details and contact information

Call in vendor payments for vendors unable to store a card on file

Monitor and research aging purchase requisitions for resolution in program website

Provide customer service for card vendors seeking assistance

Communicate voids and re-issues to colleagues for ePay vendor payments

Prepare ePayables reconciliation, monthly and coordinate with Accounting to run the BA616

Proactively engage, recruit and on-board current Baystate v

Work with Accounting to reconcile bank statements

Run a billing statement at the close of each cycle and send a memo, via email to Treasury confirming amount due to program vendor for previous cycle, index the "invoice" in OnBase and enter the "invoice" in Lawson.

3) Manage assigned Pharmacy vendors, including but not limited to:

Review invoices in OnBase for appropriate coding, proper backup, authorized approval and accuracy.

Index invoices accurately and in compliance with department invoice numbering standards.

Enter invoices in Lawson promptly taking advantage of discounts and negotiated vendor terms.

Routinely work vendor statements for discrepancies, aging invoices and credits.

Initiate vendor setup process for new vendors by compiling required tax information and submitting information to designated contact in AP/Purchasing.

Call in PCD vendor payments for Pcard vendors that do not keep their card # on file.

4) Complete the daily invoice uploads for two largest Pharmacy vendors:

Maintain vendor portal login information and account access

Act as second approver for invoices reviewed and approved by delegated Pharmacy contacts

Extract data from vendor portals and build invoice uploads for upload into Lawson, following procedural document standards and meeting payment terms

Keep current invoice upload templates and test functionality, as needed, related to system upgrades

Revise upload process documents as needed

5) Manage Utility invoice processing, including but not limited to:

Access vendor invoice portals monthly, downloading documents requiring payment

Index invoices accurately and in compliance with department invoice numbering standards

Post invoices in Lawson a minimum of twice weekly, leveraging the semi-automated invoice upload process

Routinely work vendor statements for discrepancies, aging invoices and credits

Ensure files that feed both indexing and upload automation are current and accurate

6) Actively participate in department special projects, internal/external audit collaboration and both data and special program analytics, as needed

7) Proactively engage, recruit and onboard current Baystate vendors to the card programs

8) Reconcile and keep current the Cardinal and McKesson Pharmacy statements, involving Pharmacy resources as needed and speaking with account reps/AR reps regularly to ensure accounts are not at risk of credit hold

9) Respond to inquiries from internal and external customers received via email or phone with the highest level of customer service taking appropriate action to reach the desired result.

10) 20+Act as a liaison for Pharmacy managers and provide support for day to day needs, as they occur and in a timely manner

11) Consistently adhere to confidentiality principles, the Baystate Operating Principles and the Baystate Best Service Standards as a member of the BH Accounts Payable team. Ensure that all departmental policies and procedures are effectively and efficiently carried out

12) Independent management of the organization’s virtual payables program, which supports 1.5 million dollars of revenue annually

13) Analytics and reporting related to the aforementioned program

14) Management and oversight of ad hoc department projects and the primary resource for both internal and external audit needs

Minimally Required Expereince:

2+ years of experience in Finance related role.

Preferred Experience:

4+ years of Accounts Payable experience

Skills/Competencies:

Strong customer service and telephone skills. Well-developed PC skills, including knowledge of spreadsheets (Excel), word processing (MS Word), proficiency with data entry and demonstrated analytical skills. Ability to effectively communicate written and verbally.

You Belong At Baystate

At Baystate Health we know that treating one another with dignity and equity is what elevates respect for our patients and staff. It makes us not just an organization, but also a community where you belong. It is how we advance the care and enhance the lives of all people.

DIVERSE TEAMS. DIVERSE PATIENTS. DIVERSE LOCATIONS.

Education:

Bachelors Degree (Required)

Certifications:

Equal Employment Opportunity Employer

Baystate Health is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, marital status, national origin, ancestry, age, genetic information, disability, or protected veteran status.