Accounts Payable

Job Description

Job Description

Description:Accounts Payable Specialist

Integrated Care for Greater Health (ICGH)
Location: Hickory, North Carolina
Department: Finance / Accounting
Reports To: Controller
Employment Status: Full-Time
Classification: Non-Exempt

Position Summary

Integrated Care for Greater Health (ICGH) is seeking an organized, dependable Accounts Payable (AP) Specialist to join our team in Hickory, NC .

The AP Specialist is responsible for processing invoices, maintaining vendor accounts, coordinating approvals, reconciling statements, processing payments, maintaining accurate financial documentation, and helping ensure expenses are properly coded and supported.

Because ICGH operates multiple behavioral health programs, facilities, and service locations, this position must be comfortable managing a high volume of invoices and communicating with program leadership, vendors, and administrative staff across the organization.

Essential Duties and ResponsibilitiesAccounts Payable

·  Receive, review, code, and enter vendor invoices into the accounting system.

·  Verify invoices for accuracy, appropriate documentation, and proper authorization.

·  Route invoices to appropriate managers or department leaders for approval.

·  Ensure expenses are assigned to the correct program, department, facility, grant, or cost center.

·  Prepare and process scheduled vendor payments.

·  Maintain accurate records of payments, invoices, credits, and outstanding balances.

·  Monitor accounts payable aging and identify overdue or unresolved invoices.

·  Reconcile vendor statements and research discrepancies.

·  Identify duplicate invoices, duplicate payments, incorrect charges, or unusual transactions.

·  Maintain W-9s and other required vendor documentation.

·  Assist with year-end vendor reporting and 1099 preparation.

Vendor Management

·  Establish and maintain vendor records.

·  Verify vendor information before adding or modifying vendors in the accounting system.

·  Respond to vendor questions regarding invoices and payment status.

·  Research billing discrepancies and coordinate corrections with vendors.

·  Maintain organized vendor contracts, invoices, statements, and supporting documentation.

·  Escalate significant billing or payment issues to the Controller.

Internal Expense Management

·  Work with department and program leaders to obtain missing invoices, receipts, approvals, and supporting documentation.

·  Review purchases to ensure required documentation is received.

·  Assist with reconciliation of company credit cards and organizational purchasing accounts.

·  Track recurring expenses and identify unusual changes in monthly charges.

·  Assist with tracking expenses by facility and program.

·  Maintain documentation needed for audits, grants, payer reviews, and financial reporting.

Financial Controls & Compliance

·  Follow ICGH purchasing, approval, and accounts payable procedures.

·  Maintain separation of duties and appropriate internal financial controls.

·  Protect confidential employee, vendor, patient, and organizational information.

·  Maintain complete documentation supporting financial transactions.

·  Assist with internal and external financial audits.

·  Support corrective actions when documentation or approval requirements are not followed.

·  Immediately report suspected duplicate payments, fraudulent invoices, unauthorized purchases, or other financial irregularities.

Weekly Responsibilities

·  Process approved invoices and payments.

·  Review outstanding invoices awaiting approval.

·  Follow up with managers regarding missing documentation.

·  Review vendor balances and upcoming payment obligations.

·  Reconcile vendor statements as needed.

·  Review AP aging for overdue or disputed balances.

·  Provide the Controller with significant outstanding AP issues.

Monthly Responsibilities

·  Complete AP reconciliation for month-end close.

·  Verify invoices and payments are recorded in the appropriate accounting period.

·  Reconcile major vendor accounts.

·  Assist with company credit card reconciliation.

·  Review recurring vendor expenses for significant changes.

·  Provide AP reports requested by the Controller or executive leadership.

·  Ensure AP documentation is complete and audit-ready.

Performance Expectations

Performance will be evaluated based on:

·  Accuracy of invoice entry and coding.

·  Timeliness of invoice processing.

·  Timeliness of vendor payments.

·  Number of duplicate or incorrect payments.

·  Completion of vendor reconciliations.

·  AP aging management.

·  Documentation compliance.

·  Responsiveness to vendors and internal departments.

·  Accuracy and timeliness of month-end AP reconciliation.

·  Compliance with ICGH financial controls and procedures.

Equal Employment Opportunity

Integrated Care for Greater Health is an Equal Opportunity Employer. Employment decisions are made based on qualifications, organizational needs, and job-related requirements without unlawful discrimination.

Requirements:

 

Minimum Qualifications

·  High school diploma or equivalent required.·  Associate degree in Accounting, Finance, Business Administration, or related field preferred.·  Minimum of 2 years of accounts payable, bookkeeping, accounting, or related financial experience preferred .·  Experience processing invoices and reconciling vendor accounts.·  Strong computer and data-entry skills.·  Proficiency with Microsoft Excel or Google Sheets.·  Ability to learn and effectively use accounting and financial software.·  Strong attention to detail and organizational skills.·  Ability to manage multiple deadlines and priorities.

Preferred Qualifications

·  Experience in healthcare or behavioral health.·  Experience working with a multi-location organization.·  Experience with departmental, program, or grant-based expense allocation.·  Experience with accounting software and electronic AP systems.·  Experience assisting with audits and month-end financial close.

Knowledge, Skills & Abilities

·  High attention to detail and accuracy.·  Strong organizational and time-management skills.·  Ability to identify discrepancies and investigate problems.·  Professional communication with vendors and employees.·  Ability to maintain confidentiality.·  Ability to work independently while collaborating with finance and operational leadership.·  Sound judgment when handling financial information.·  Ability to consistently follow established approval and documentation procedures.