Accounts Payable Specialist

Position Overview

The Accounts Payable Specialist is responsible for supporting the financial operations of Meeker Memorial Hospital & Clinics by processing vendor invoices, preparing payments, reconciling accounts, maintaining accurate financial records and assisting as backup for payroll when needed. This position works closely with vendors and internal departments to ensure timely payments, accurate recordkeeping, and efficient accounts payable operations. We are looking to hire between a 0.8 - 1.0 FTE (64 - 80 hours biweekly).

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Position Summary

The Accounts Payable Specialist complies, classifies, records, verifies and maintains data and payments to accounts payable records by performing the following duties.

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Essential Job Functions

Job functions are those tasks, duties & responsibilities that comprise the means of accomplishing the job's purpose & objectives. Job functions are critical & fundamental to the performance of the job. They are the major functions for which the person in the job is held accountable.

•Reviews and posts invoices and payments to appropriate ledgers, spreadsheets, records, and databases.
•Prepares, sorts, copies, files, and mails invoices, receipts, checks, correspondence, and other requested items.
•Audits invoices against purchase orders, researches discrepancies, and processes for payment.
•Prepares supporting documentation for accounts payable checks.
•Investigates problems that vendors or purchasing agents have with obtaining payment for bills.
•Researches and processes charge backs, returns, refunds, freight charges, cost of lost or damaged goods, bad checks, and similar items.
•Answers accounts payable inquiries and follows up.
•Assists with related special projects, as required.
•Audits freight bills against freight manifests.
•Analyzes vendor accounts and negotiates extended terms with vendors when cash is restricted.
•Prepares analysis and summaries of accounts.
•Monitors accounts payable to ensure payments are accurate and timely.
•Assist in monthly and annual closings.
•Requires regular and reliable attendance.
•Cash reconciliation for cafeteria and gift shop.

Note: The intent of this job description is to provide a representative and level of the types of duties & responsibilities that will be required of positions given this title. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Qualifications

Minimum Qualifications

•Education: Associate’s degree or equivalent from a 2-year college or technical school
•Experience: 6 months – 1 year related experience and/or training
•Or equivalent combination of education and experience.

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Knowledge, Skills & Abilities (KSAs)

•Skilled at incorporating AIDET into customer service/professional practice and ability to work and communicate effectively with patients, families, and others.
•Knowledge of role in patient confidentiality and protecting patient information from unauthorized access, use, or disclosure as defined by HIPAA.
• Ability to demonstrate the knowledge and skills necessary for providing population specific care/assistance.
• Ability to respond quickly and decisively to emergency situations, and be able to participate in shelter-in-place and disaster response protocols.

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Preferred Qualifications

•Prefer previous customer service experience in a hospital or clinic setting
•Understanding of medical terminology

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Computer Skills

Proficiency in Microsoft Office Suite (Word, Excel, Outlook), secure messaging applications, and collaborative tools (e.g.) Microsoft Teams, Google Workspace. Proficiency with Paycom HRIS system and related computer software necessary for this position i.e. Epic EMR.

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Reasoning & Critical Thinking

Ability to apply logical problem- solving and decision-making skills in both routine and occasionally complex situations. Support clinical teams by anticipating needs and responding to urgent requests with tact and efficiency.

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Language & Communications Skills

Ability to read, interpret, and act upon a variety of documents and information sources needed to successfully perform the essential functions of the position. Ability to write routine reports and correspondence. Skilled at communicating information and ideas clearly in both written and verbal formats, adapting tone, style, and messaging for a variety of audiences. Strong communication, customer service, and attention to detail.

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Mathematics & Analytical Abilities

Ability to accurately perform basic mathematical calculations in all units of measure using whole numbers, common fractions, and decimals. Ability to calculate figures and amounts such as discounts, interest, commissions, etc. Verify insurance, copays, and billing information with strong numerical precision.

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Standards of Employment

•Understand and adhere to MMHC’s compliance standards as they appear in MMHC’s Compliance Program and related policies.
•Attend all mandatory education programs and demonstrate proficiency related to general safety and regulatory compliance.
•Attend all department-specific training, and demonstrate proficiency related to safety and job-related hazards.
•Understand and follow MMHC procedures for exposure control / blood borne and airborne pathogens.
•Comply with all relevant policies, procedures, guidelines, and all other regulatory standards and requirements.
•Attire is neat, clean, and appropriate for the work environment according to MMHC policy.
•Wear proper identification while on duty.
•Maintain confidentiality of all hospital and patient information at all times.
•Report to work on time and maintain defined standards for attendance.
•Attend mandatory meetings.
•Able to perform essential job duties that meet job performance expectations and organizational standards while upholding MMHC mission and values.

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Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl and taste or smell. The employee must frequently lift and/or move (push/pull) up to 25 pounds and occasionally lift and/or move up to 35 pounds. Lifting/and or moving of more than 35 pounds shall require the use of an assistive device or team member assist. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Ability to meet physical demands of rural hospital/clinic work.

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Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts; needles or sharps; the challenges of variable hours, shifting resources, and work situations inherent in CAH/rural settings; Hazards and/or Biohazard Medications; fumes or airborne particles; toxic or caustic chemicals; outside weather conditions; risk of electric shock and radiation; bloodborne pathogens and exposed to latex. The noise level in the work environment is usually moderate.