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Job Summary:

Maintains the accounts payable system to ensure that all vendors are paid in accordance with the vendor`s terms and that the general ledger properly reflects invoices paid and payable for Scotland Healthcare System. Assists Director and Manager of Accounting with general ledger close, researches questions and problems, assists with establishing and maintaining internal controls and performs other duties as assigned.

Qualifications:

High School Diploma or equivalency, associate degree in business or related field preferred. At least one year of experience in accounts payable.

Job Duties and Standards:

+ Establishes and maintains various accounts payable files.

+ Open mail and stamp invoices “Received” daily.

+ Maintains a complete file of open invoices divided into invoices ready to be keyed into Paragon; Invoices keyed and awaiting checks to come off the system; invoices awaiting authorization for payment or waiting for Materials Management to clear up exception report issues; and unusual invoices requiring investigation.

+ Maintains a complete file of invoices paid including a check copy and all appropriate support.

+ Does not file any paid invoices without appropriate approval.

+ Keeps all files current. File most recent invoices in front of folder.

+ Review all invoices as received at the hospital.

+ Reviews invoices for propriety by obtaining appropriate authorization prior to payment within 5 days of receipt.

+ Ensures clerical accuracy of invoices with 98+% accuracy. Contacts vendors if necessary due to improper invoices, prior to keying the invoice into the system.

+ Brings all unusual items to the attention of the Manager of Accounting.

+ Keys invoices into the accounts payable system within 5 days of receipt.

+ Check Batch Status Report’s daily for unapproved invoices.

+ Check Exception Listing weekly for quantity and/or pricing errors.

+ Have all invoices keyed into the system within 5 days of receipt with 95+% accuracy.

+ Communicate with Material Management if unresolved issues are present.

+ Prepares accounts payable checks weekly.

+ Determines which invoices need to be paid based on invoice date, vendor terms and urgency of payment by verifying Schedule of Payments Report.

+ Processes and prints checks through the system on Wednesday of each week.

+ Completes keying of invoices requiring payment on Wednesday of the same week.

+ Cuts checks by 3:00 p.m. on Wednesday.

+ Prepares checks for review by the Manager of Accounting by noon the next working day after printed.

+ Mails checks to vendors and distributes expense checks to employees after approval from Assistant Director of Accounting and within 2 working days.

+ Files check copies with appropriate support in accounts payable file with 99+% accuracy and within 1 week of check date. All vendors with more than one invoice requires its own AP file.

+ Investigates any unusual invoices or purchase orders. Encourage vendors to send statements on a monthly or bi-monthly basis. File most recent statements in same vendor AP file (in front).

+ Does not pay from duplicate invoices, invoice copies, acknowledgments, receiving reports, statements, etc. without first trying to obtain an appropriate invoice and documenting reasons for cutting a check without one.

+ Verify all invoices 31 days and older appearing on the MM clearing report run the last week of each month.

+ Brings all unusual items to the attention of the Director of Accounting.

+ Combine efforts with Materials Management to keep the Exception Report to a minimum.

+ Reconciles all credits and balances greater than 30 days on vendor statements on a timely basis (i.e. within 3 weeks of receipt).

+ Locates support for all items on vendor statements, indicating payment dates, check dates, or results of investigation.

+ Investigates (i.e. contacts vendors) items which cannot be supported in order to determine disposition of the items (i.e. make payment, disregard, etc.) and documents the results of the investigation.

+ Send a memo requesting a check from vendors on outstanding credit balances over 30 days.

+ Researches questions and problems of other departments expediently and with care, compassion and understanding.

+ Takes appropriate follow-up action to resolve discrepancies immediately and prepares answers which are complete and accurate to the Accounting Manager, Directors and any other associates within 2 days after assigned.

+ Learns all accounting systems on Paragon (related to processing AP) and is able to use them to research information and prepare reports.

+ Assists Accounting Manager and Director of Accounting with determining whether internal controls are being maintained by reviewing various systems.

+ Assist with annual audit, if necessary.

+ Performs other duties as assigned by Director & Accounting Manager.

+ Assist the Staff Accountant, Manager and Director of Accounting with various projects if needed and available.

+ Pull and photocopy CIP and Capital invoices for Staff Accountant after each check run before filing.

+ Miscellaneous

+ Maintains a safe, clean work environment by keeping work area neat and organized.

+ Notifies Maintenance, Information Systems or Materials Management immediately of equipment (computer or any communication device) in need of repair and follow-up.

+ Assist with month end closing.

+ Maintains prepaid expense and record month end journal entry.

+ Prepare month end AP accrual entry.