Position Summary: The Accounts Payable Specialist is responsible for verification and processing of vendor invoices and internal check requests in a manner which will maximize cash discounts, avoid late charges, conserve cash flow, and avoid duplicate or erroneous payments. Duties and Responsibilities: Demonstrates Competency in the Following Areas: 1. Processes invoices in a timely and accurate manner. 2. Processes invoices for payment electronically via computer terminal. Verifies through computer terminal authorized purchase orders/receiving documents and verifies receiving data to the vendor invoices for unit price, price extension, and quantity. 3. Complies with policy for payment of invoices and check requests per Accounts Payable Policy and Procedures Manual. 4. Processes voided checks though the terminal following specified procedures to maintain all impacted transactions to be recorded in the proper accounting period. 5. Enters manual checks (rush checks) requested with proper authorization into the computerized system following established procedures and maintain control of check numbers used and adhere to system constraints for accounting in proper period. 6. Pays all invoices within the terms of the vendor invoice agreement. Payments must be made to maximize cash discounts available and late payment charges avoided. 7. Prints checks and journals for support to the general ledger position. 8. Maintains a professional relationship with vendors, cost center managers and the purchasing department following up outstanding issues, to ensure accurate and efficient processing of invoices. 9. Reports invoice variances to original purchase authorization to Material Services for corrective action, supplying photocopies of invoices for research. Assures return of disputed item for timely invoice payment. 10. Processes check requests assuring accurate general ledger number coding and recording in proper accounting period. 11. Controls all documents received each day and assesses for action needed as prioritized by Supervisor. 12. Assists with annual audit and pulls all requested invoices vouchered within response time established by Supervisor. 13. Maintains accounts payable files to ensure expeditious retrieval and secure storage of information to facilitate ready access to information necessary for departmental operation. 14. Maintains check number control logs and manual records of cash disbursements for each check run. 15. Maintains complete, accurate, and up-to-date files of all vendor invoice vouchers paid. 16. Monitors invoices for correct information; investigates invoice or payment errors. 17. Processes credits to department cost centers when applicable. 18. Responsible for processing vendor refund or rebate checks. 19. Answers the telephone professionally and in a timely manner; directs calls appropriately. 20. Demonstrates the ability to be organized and flexible. 21. Accepts other duties as assigned. 22. Customer Service: Interacts with all individuals in a consistent manner, providing attention, support, and assistance to foster an environment of exceptional personal service. a. Maintains a pleasant and helpful demeanor, and presents a professional appearance toward all internal and external customers at all times. b. Consistently initiates interaction to provide assistance to individuals who may not be direct customers of the employee (i.e. asks patients who appear to be lost if they need assistance in finding their way). c. Takes appropriate action to recover from a service difficulty, ensuring that the necessary action is taken to affect a resolution to the customer’s problem. d. Conducts all work activities with respect for coworkers, including the maintenance of a pleasant and professional environment, fostering calmness during stressful situations. e. Interacts with supervisory personnel in a professional, supportive and courteous manner, venting emotions appropriate to time and place. f. Demonstrates a commitment to service by consistent attendance and punctuality, scheduling absences according to departmental requirements, and incurring unplanned absences only when unavoidable circumstances exist. Organizational Requirements: 23. Adheres to dress code, appearance is neat and clean. 24. Completes annual education requirements. 25. Maintains regulatory requirements. 26. Reports to work on time and as scheduled, completes work within designated time. 27. Wears identification while on duty, uses computerized punch time system correctly. 28. Completes in-services and returns in a timely fashion. 29. Attends annual review and department in-services, as scheduled. 30. Attends at least 75% staff meetings annually, reads and returns all monthly staff meeting minutes. 31. Represents the organization in a positive and professional manner. 32. Actively participates in performance improvement and continuous quality improvement (CQI) activities. 33. Complies with all organizational policies regarding ethical business practices. 34. Communicates the mission, ethics and goals of the facility, as well as the focus statement of the department. 35. Confidentiality: Maintains confidentiality of information at all times. a. Consistently maintains confidentiality of all information gained during the course of employment, respecting the privacy of others. b. Understands and maintains the confidentiality of information communicated directly from the supervisor, including discussions of a counseling nature. c. Follows policies and procedures related to medico legal matters, including confidentiality, amendments of medical records, patient rights, medical records as legal evidence and informed consent d. Copies records according to policy, assuring the appropriateness of the individual requesting information from the record prior to copying, faxing, or phoning any portion of the record. 36. Safety: Demonstrates an understanding of fire and electrical safety, infection control, body mechanics, and related areas, as appropriate to position. a. Attends mandatory in-services on fire safety, electrical safety, infection control, and body mechanics. Successfully completes competency-based training in each area. b. Follows all employee health procedures, incident reporting, and infection control requirements at all times, as appropriate to the position. c. Uses proper body mechanics at all times as required by the physical demands of the position. d. Maintains a safe work environment and performs duties of the position in a manner consistent with ensuring the safety of self and others. e. Identifies safety needs in areas outside own work environment, recommending corrective action as appropriate. 37. Expense Control: Performs job duties in a manner that maximizes expense control. a. Uses supplies, equipment, and utilities in an expeditious manner b. Consistently recommends methods to control costs while maintaining a high degree of customer service. c. Performs job tasks efficiently and effectively resulting in no unplanned overtime. Regulatory Requirements: • High School diploma with one year of schooling in business courses. • Minimum experience, if any: Three to five years of accounts payable experience. • Other: The individual must be accurate with numbers, possess the ability to communicate verbally and in writing, work under pressure, and organizational skills. This position also requires previous experience in typing 60 wpm, using a calculator, computer and printer. Language Skills: • Able to effectively communicate in English, both verbally and in writing. • Strong written and verbal skills. • Additional languages preferred. Skills: • Basic computer knowledge. Physical Demands: • For physical demands of position, including vision, hearing, repetitive motion and environment, see following description. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position without compromising client care.