Accounts Payable Clerk - Full-Time bei Madison Health

Primary Functions: 

1. Coordinates the flow of incoming invoices.  Sorts daily Finance office mail, stamps invoices with receipt date.  Routes invoices to proper department manager for authorization to pay.  Tracks open invoices until returned to Accounts Payable.  Processes manual check requests and employee expense reports according to policy. 

2. Codes and posts all invoices into the Accounts Payable module.  Places proper vendor number and general ledger code on invoice.  Enters invoice into the NAV Accounts Payable system, maintains separate file for open invoices waiting to be paid. 

3. Pays all invoices in an accurate and timely manner.  Runs weekly Cash Requirement report.  Receives approval from CFO on invoices to be paid.  Ensures vendor terms have been entered appropriately, purchase order pricing is met, and invoiced items have been received.  Maximizes offered vendor discounts.  Matches checks with paid invoices.  Confirm proper vendor and proper amounts have been paid. Processes purchasing card payments and assures the vendors are notified of the payments. 

4. Maintains vendor paid files and maintains electronic vendor records.  Files paid invoices alphabetically by calendar year.  Maintains Accounts Payable archives.  Boxes prior year records at year-end and prepares vendor files for current year activity.  Prepares older files for shipment to off-site facility.  Maintains vendor master file in the NAV Accounts Payable module.  Sets up new vendors.  Obtains W-9’s for all new vendors.  Processes all vendor changes. 

5. Reviews vendor statements for accuracy on an on-going basis.  Operates as Hospital liaison with vendors, resolves vendor disputes and answers vendor payment questions.  Works closely with Supervisor of Materials to resolve pricing or quantity shipped issues.  Eliminates issues causing late fee assessments. Informs Controller on a timely basis of any issues that cannot be resolved. 

6. Prepares and updates various Excel worksheets for Finance department and internal customers.  Assists Finance team with year-end audit and tax return work papers.  Assists with cost report work papers.  Research vendor performance/activity for internal customers. 

7. Completes credit applications and tax exemption certificates. 

8. Prepares daily cash deposit sheets and copies checks.  Daily sheets are prepared and balanced using cash, checks and credit cards received from points of service and mail and are distributed when prepared to the Controller and Cash Posting Specialist.  Currently daily cash sheets are prepared twice a week and on the last day of the month. 

9. Assists the accountant with the preparation of the 1099 forms at year end. 

Education:  

High School diploma or equivalent required.   

Experience:  

Two (2) years office experience required.  Previous Accounts Payable experience preferred.