Accounts Payable Coordinator

Accounts Payable Coordinator

Under the direction of the Accounts Payable Manager, the Accounts Payable Coordinator is part of the processing team responsible for the entry of accounts payable related transactions of an assigned portfolio to support the operations of all campuses of the Albany Med Health System (AMHS). This includes review and entry of invoices, credits, reimbursements, as well as statement review and resolution. This position is accountable for ensuring processing of a variety of payable related transactions in an accurate and timely manner, while ensuring compliance with all applicable policies and regulations. As a more senior member of the team, the position will handle more complex transactions and assist with ensuring oversight of processes to support the goals and mission of the department. The position will provide outstanding levels of services to all stakeholders, both internal and external to the organization. This position will also help support other members of the processing team and may have opportunities for direct supervision.

Essential Duties and Responsibilities

• Ensure all invoices, reimbursements, refunds, credits, and related items are received and processed in an accurate and timely manner in the Enterprise Resource Planning (ERP) software. This includes those paid directly as well as those matched to purchase orders. Issues that require additional intervention should be identified and addressed timely.
• Ensure processing of miscellaneous and other non-supplier invoices such as patient, student, and insurance refunds are received and processed in an accurate and timely manner in the ERP software.
• Ensure compliance with and enforcement of all applicable policies, procedures, and regulations. This includes ensuring all invoices and expense reimbursements include appropriate and required documentation and approval(s).
• Review unapproved invoices and invoice exceptions for potential errors or resolutions, and work collaboratively with other stakeholders to ensure timely resolution.
• Develop process for weekly review of all processed invoices to proactively identify and resolve processing errors or inconsistencies.
• Identify and utilize methods to proactively identify or prevent issues including review of purchase orders in received status, as well as statement research and reconciliation with primary suppliers on a regular basis.
• Establish constructive working relationships with suppliers to identify, research, and resolve invoicing discrepancies or issues.
• Ensure compliance with supplier file processes and standards to ensure invoices and payments are processed and issued to the correct supplier, location and payment method.
• Ensure supplier invoice submission process is efficient and consistent. This includes identifying and onboarding suppliers to electronic data exchange (EDI).
• Develop and implement monthly auditing process to review processed invoices to identify any processing errors, inconsistencies, or opportunities for improvement.
• Respond to inquiries and requests for assistance in a timely and professional manner. Assist, educate, and support departments, colleagues, and suppliers with requests concerning invoice or reimbursement processing, policies, or payment status.
• Ensure records are maintained and accessible to support and comply with financial processes and regulations.
• Work collaboratively with all other AMHS departments to support the AMHS and Supply Chain missions and ensure outstanding customer services in a collaborative and efficient manner. This includes but is not limited to Supply Chain departments of Sourcing & Contracting, Data Integrity, Accounts Payable, and Receiving and Distribution, but also Finance and Treasury.
• Other Duties as assigned. It is expected that this position be available and willing to provide assistance or coverage for colleagues to meet the operational needs of the organization. Additionally, staff may be asked to assist in other duties or projects not specifically outlined in this job description. It is expected that staff willingly assist to the best of their abilities and within the expectations of their position.
• AMHS also reserves the right to reevaluate and reassign duties based on the changing demands of the office, either temporary or permanently.

Qualifications

• Bachelor's Degree in a related field - required
• Significant years of experience with progressive responsibility in equivalent roles can substitute for degree requirement.
• 3 years of experience in Accounts Payable or related business experience - required
• Must have excellent organizational, analytical, and communication skills, both written and verbal, with the ability to communicate effectively with a variety of stakeholders, both internal and external.
• Must have outstanding time management skills and unwavering attention to detail, with the ability to respond to and prioritize competing demands.
• Must be able to work independently, and as a collaborative member of a team, with a willingness and ability to make, implement, and follow through on decisions in a fast paced, time sensitive environment.
• Must have experience and ability to work with computer applications, including Microsoft products.

Physical Demands

• Standing - Occasionally
• Walking - Occasionally
• Sitting - Constantly
• Lifting - Rarely
• Carrying - Rarely
• Pushing - Rarely
• Pulling - Rarely
• Climbing - Rarely
• Balancing - Rarely
• Stooping - Rarely
• Kneeling - Rarely
• Crouching - Rarely
• Crawling - Rarely
• Reaching - Rarely
• Handling - Occasionally
• Grasping - Occasionally
• Feeling - Rarely
• Talking - Constantly
• Hearing - Constantly
• Repetitive Motions - Frequently
• Eye/Hand/Foot Coordination - Frequently

Working Conditions

• Extreme cold - Rarely
• Extreme heat - Rarely
• Humidity - Rarely
• Wet - Rarely
• Noise - Occasionally
• Hazards - Rarely
• Temperature Change - Rarely
• Atmospheric Conditions - Rarely
• Vibration - Rarely

Thank you for your interest in Albany Medical Center! Albany Medical Center is an equal opportunity employer.

This role may require access to information considered sensitive to Albany Medical Center, its patients, affiliates, and partners, including but not limited to HIPAA Protected Health Information and other information regulated by Federal and New York State statutes. Workforce members are expected to ensure that:

Access to information is based on a "need to know" and is the minimum necessary to properly perform assigned duties. Use or disclosure shall not exceed the minimum amount of information needed to accomplish an intended purpose. Reasonable efforts, consistent with Albany Medical Center policies and standards, shall be made to ensure that information is adequately protected from unauthorized access and modification.

Thank you for your interest in Albany Med Health System! Albany Med Health System is an equal opportunity employer.

This role may require access to information considered sensitive to Albany Med Health System, its patients, affiliates, and partners, including but not limited to HIPAA Protected Health Information and other information regulated by Federal and New York State statutes. Workforce members are expected to ensure that:

Access to information is based on a "need to know" and is the minimum necessary to properly perform assigned duties. Use or disclosure shall not exceed the minimum amount of information needed to accomplish an intended purpose. Reasonable efforts, consistent with Albany Med Health System policies and standards, shall be made to ensure that information is adequately protected from unauthorized access and modification.