Accounts Payable Specialist

Accounts Payable Specialist, Finance
Valley Health Partners, Allentown, PA
Job Summary:
The Accounts Payable Specialist is responsible for providing data entry and clerical support to the accounting department. Includes accounts payable and general ledger data entry, office & general supply distribution, storage room upkeep, bank reconciliations, and assisting with routine purchasing functions.
Qualifications:
Experience:

• One year of related experience in customer-service related field.
• Two or more years of computer accounting systems in a healthcare related setting, preferred.

Education:

• High School Diploma/GED or equivalent, required
• Associate degree in Accounting, Bookkeeping, or related field

Skills needed:

• Experience using Sage Intacct, preferred.
• Purchasing related background, preferred.
• Proven competency with a 10-key calculator.
• Strong Excel or spreadsheet experience and knowledge.
• Excellent verbal skills and pleasant telephone voice and style.
• Above-average math skills.
• Ability to handle multiple tasks.
• Strong organizational, attention to detail, and follow-up skills.

Essential Functions:
Coordinates the Accounts Payable transactions on behalf of the community health center.

• Ensures the Accounts Payable (AP) and general ledger postings are accurate and balanced.
• Meets report and project deadlines as required by manager/supervisor.
• Works as a team member to facilitate paper flow and accounting tasks.
• On a weekly basis, enters data from accounts payable vouchers into the computer system. Balances and verifies accuracy of general ledger distribution and amounts. Process is completed by adding machine tape verification on both the accounting codes and dollar amounts. Responsible for printing checks and giving to Front Desk staff to mail.
• Uses check signature plate for all payables checks and keeps log on automated signature card use.
• Ensure the check signature machine is kept in a secured locked area when not in use.
• Data enters and maintains the computer general ledger system.
• Data enters all general and standard journal entries, cash receipts, Revenue and Adjustment Journals on a regular basis.
• Transfers all Accounts Payable sub-accounting files into the general ledger on a weekly basis.
• Maintains accounts payable and vendor computer records.
• Keeps numeric voucher logs, check register & monthly A/P distribution to general ledger in order and up-to-date.
• Maintains/updates vendor files in computer system.
• Assists other accounting/administration staff in accessing accounting back-up and payables information when requested.
• Records all office and general supplies and forms requisitions for the organization. Prepares quarterly entry to cost out clinic/department costs from these records.
• Completes monthly reconciliations of all organizational bank accounts.
• Prepares general journal entries to record accounting transactions through the computerized accounting system or by manual entry.
• Prepares Cash Receipt transactions for reconciliation to patient accounts receivable general ledger and computer system verification on a monthly basis.
• Codes all Administration cash receipt entries.
• Prepares Cash Report for submission to the Chief Financial Officer (CFO), as required for A/P, Payroll, and 1st month vouchers.
• Prepares quarterly account analysis back up and documentation on grant, revenue and miscellaneous income accounts from Revenue and Cash Receipt transactions.
• Reviews and prepares quarterly Journal entries on in-house fax and printing costs for the corporation.
• Completes the monthly bank reconciliations without assistance from other accounting staff.
• Treats all financial related information in a confidential manner.
• Serves as a back-up to the Accounting Specialist role.

Provides administrative support to the Finance Team.

• Fills all office and general supplies and forms from inventory stock for the corporation on a weekly basis.
• Stores office supplies in an orderly fashion within the storage room.
• Orders office supplies from vendors' automated computer system for routine office supply, janitorial supply, copier/printer repairs/maintenance on a regular basis. Prepares purchase order for approval and signature.
• Serves as the receiving clerk for all office and general supplies sent through the Administration office for the Finance Team. Verifies price, quantify and dates on all merchandise received on packing slips. Prepares invoice, packing slip and purchase order documentation for submission and payment to the Purchasing supervisor.
• As needed, prepares Purchase Order (PO) and appointment with Vendor(s) for repairs for printers, faxes and copiers for the organization in collaboration with Administrative/Executive Assistant(s).
• Maintains copy machine and printers.
• As needed, researches items for purchase on behalf of the organization.
• Fills all office and forms requisitions from stock within three working days. Requisitions are to be accurately filled and charged out correctly to the clinic/programs/departments.
• Maintains adequate stock on hand for office and form supplies in Administration in order to fill requisitions in an efficient manner. Inventory must also be kept at reasonable dollar value.
• Provides back up for Administrative/Executive Assistant(s) for phone and reception area as needed.
• Maintains awareness of the availability of Administration staff when Administrative/Executive Assistant(s) is/are not available.
• Assists managers and staff in updating forms.
• Assists with fiscal year end audit preparation and assembling back-up documentation as requested by the auditors.
• Researches return mail, vendor calls for non-payment/or questions regarding payments.
• Ensures fax, office and in-house printing standard entries are 97% accurate and completed with 10 days of quarter-end per the Accounting Department Task list.
• Collaborates with vendors, contractors, and staff, as appropriate. Answers the phone promptly and in a courteous manner.

Performs other related duties as assigned by the Management/Leadership Team

• Performs other duties as assigned.

Benefits:

• Choice of medical, dental, and vision plans with great coverage at VERY affordable rates. Employee-only coverage is FREE!
• 403b Retirement Plan with generous company match
• Paid Time Off for holidays, vacation, sick & personal days
• Employee Assistance Program
• Tuition Reimbursement

Equal Opportunity Employer
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