Invoice Reconciler

The Invoice Reconciler is responsible for reviewing, verifying, and reconciling vendor invoices, purchase orders, payment records, and expense transactions to ensure accuracy and proper documentation. This role helps maintain accurate financial records, prevent duplicate or incorrect payments, resolve billing discrepancies, and ensure that invoices are processed in accordance with the clinic’s financial policies and procedures.

The ideal candidate is detail-oriented, organized, and experienced in invoice processing, accounts payable, and financial reconciliation, preferably in a medical clinic or healthcare setting.

Essential Duties and Responsibilities

1. Invoice Review and Reconciliation

• Review vendor invoices for accuracy, completeness, and appropriate authorization.
• Match invoices against purchase orders, delivery receipts, service records, and other supporting documentation.
• Verify invoice amounts, quantities, pricing, payment terms, and applicable taxes.
• Identify duplicate invoices, incorrect charges, missing documentation, and billing discrepancies.
• Ensure invoices are properly coded to the appropriate general ledger accounts and cost centers.

2. Accounts Payable Support

• Enter approved invoices into the accounting system accurately and in a timely manner.
• Maintain an organized schedule of invoices due for payment.
• Monitor outstanding invoices and follow up on overdue or disputed items.
• Assist with payment preparation and verify that invoices are approved before payment.
• Help prevent duplicate payments and unauthorized expenditures.

3. Clinic Expense Management

• Reconcile invoices related to medical supplies, office supplies, laboratory services, equipment, utilities, maintenance, rent, and other clinic operating expenses.
• Coordinate with clinic managers to confirm receipt of goods and completion of services.

4. Financial Reconciliation and Reporting

• Assist with monthly accounts payable and vendor account reconciliations.
• Prepare invoice reconciliation reports and summaries of outstanding discrepancies.
• Support month-end closing by ensuring invoices and expenses are recorded in the correct accounting period.
• Reconcile vendor statements to accounts payable records.
• Maintain supporting documentation for audits and internal financial reviews.

5. Compliance and Internal Controls

• Follow the clinic’s invoice approval process and financial policies.
• Protect confidential patient, employee, and vendor information.
• Assist with identifying opportunities to improve invoice processing and reconciliation procedures.
• Escalate suspected duplicate payments, unauthorized charges, or potential fraud to management.

Qualifications and Requirements

• High school diploma or equivalent required; associate or bachelor's degree in Accounting, Finance, or Business Administration preferred.
• One to three years of experience in invoice processing, accounts payable, bookkeeping, or financial reconciliation preferred.
• Knowledge of invoice matching, vendor statement reconciliation, and accounts payable procedures.
• Proficiency in Microsoft Excel and accounting software such as QuickBooks, Sage, NetSuite, or similar systems.
• Strong attention to detail and numerical accuracy.
• Ability to manage multiple invoices and meet payment deadlines.
• Strong written and verbal communication skills.

Benefits:

• Bonus Compensation
• Health Insurance
• Paid time off plan (Vacation, Holidays, etc.)
• 401(k) savings plans.
• Life Insurance.