Accounts Payable - Processing Clerk

Accounts Payable Processing Specialist

Under the direction of the Accounts Payable Manager, the Accounts Payable Processing Specialist 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 Heath 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.

Essential Functions

• 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 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.
• Establish constructive working relationships with suppliers to identify, research, and resolve invoicing discrepancies or issues.
• 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.
• 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.
• 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.
• 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.