Accounts Payable Specialist

JOB SUMMARY

We are seeking an experienced Accounts Payable Specialist to join our accounting team. The ideal candidate will have strong attention to detail, excellent organizational skills, and the ability to manage multiple tasks simultaneously. They will be responsible for processing and maintaining accounts payable records, reconciling vendor statements, and ensuring timely and accurate vendor payments.

DUTIES AND ESSENTIAL JOB FUNCTIONS

· Maintain vendor master file

· Interact with suppliers regarding missing or incorrect invoices

· Participate in month and year-end closing activities, including preparing journal entries, reconciling balance sheet accounts, and preparing ad hoc reports to ensure financial integrity

· Clear vendor and GL account open items

· Post credit card settlements, cash reporting, and bank statements

· Prepare payment proposals and process payment runs

· Post fixed assets and missing invoices during month and year-end close

· Take initiative and play an active role in continuous improvement processes

· Investigate and resolve payment-related issues (duplicate, rejected, and returned payments)

· Request statements of account from critical vendors regularly and perform reconciliations

· Monitor and resolve issues for non-payment of overdue invoices

· Communicate effectively with vendors, suppliers, and internal stakeholders

· Request W-9 forms as necessary and prepare/file 1099 forms according to IRS regulations

· Perform front desk daily cash collection reconciliation

· Adhere to departmental policies, including dress code, HIPAA regulations, and confidentiality standards

· Maintain the confidentiality of financial, patient, and employee information in compliance with company policies and HIPAA requirements

· Provide staff coverage as needed and perform other duties as assigned

· Wear the appropriate uniform while on duty

· Follow all organizational policies and procedures

· Complete tasks efficiently, accurately, and on time

· Maintain a courteous and professional demeanor when interacting with patients, staff, and external contacts

· Keep work areas clean, organized, and free from clutter

· Report to work as scheduled, ready to begin duties on time, and remain present for the entire scheduled shift unless otherwise approved

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OTHER FUNCTIONS AND RESPONSIBILITIES

This job description does not cover or contain a comprehensive listing of activities, duties, or responsibilities required for this job. Duties, responsibilities, and activities may change at any time, with or without notice.

COMPETENCIES

· Ethical Conduct

· Ability to Multitask and Demonstrate Flexibility

· Excellent Managerial Skills

· Initiative

· Personal Effectiveness/Credibility

· Stress Management/Composure

· Problem-Solving Skills

· Project Management Skills, including the ability to track and manage inventory

· Maintains confidentiality and complies with HIPAA regulations at all times

QUALIFICATIONS

Required

· Minimum of 2 years of accounting experience preferred

· Proficient Excel skills

· Strong verbal and written communication skills

· Effective time management skills

· Proficient in accounting systems; SAGE preferred

· Ability to work independently and meet deadlines

Education

· High School Diploma or GED required

· Some college or Associate’s degree preferred