Accounts Payable Specialist

Full-Time, Days
Pay range: $21.30 - $27.69

ST. CHARLES HEALTH SYSTEM

JOB DESCRIPTION

TITLE: Accounts Payable Specialist I

REPORTS TO POSITION: Manager, Business Process Optimization

DEPARTMENT: Financial Services

DATE LAST REVIEWED: December 2025

OUR VISION: Creating America's healthiest community, together

OUR MISSION: In the spirit of love and compassion, better health, better care, better value

OUR VALUES: Accountability, Caring and Teamwork

DEPARTMENT SUMMARY: The Financial Services departments provide many services to our multi-hospital and health care services organization including: Accounting, Finance, Accounts Payable, Payroll, Financial Planning, Capital Planning and Management, Treasury, and Real Estate Management.

POSITION OVERVIEW: The Accounts Payable Specialist I provides accounting services to St. Charles Health System customers. This role functions in a fast-paced work environment with frequent interruptions, maintaining the highest degree of confidentiality at all times. The AP Specialist I maintains excellent customer service and is committed to professionalism, excellence and quality performance. Additionally, this role may provide broader support to the Financial Services teams. This position does not supervise other caregivers.

ESSENTIAL FUNCTIONS AND DUTIES:

Performs a variety of accounting tasks involved in maintaining financial records and processing related data such as invoices, checks, vouchers and other documents; monitors and reconciles accounts within financial statements.

Maintains interface with SCHS staff to obtain and provide information to verify or support financial records and ensure compliance with established SCHS policies and procedures; prepares correspondence and answer inquiries regarding accounting information as required.

Prepares various financial and accounting forms and logs.

Performs Accounts Payable tasks including but not limited to, invoice and payment processing, unclaimed property review, cleared check process and maintaining supplier files. Maintains contact with our internal and external customers regarding their payments.

Specific duties:

Codes and enters invoices in accounting system in a timely and accurate manner. Ensures proper W9 documentation is received, recorded and stored prior to supplier payment.

Audits invoices against purchase orders, researches discrepancies, and requests approval for payment.

Verifies and posts details of business transactions.

Prepares vouchers, invoices, checks, account statements, reports, and other records, and reviews for accuracy.

Assists with the monthly close process, ensuring accounts payable is closed with all related accruals for open purchase orders and unprocessed invoices.

Addresses any issues of employee non-compliance with the travel expense reimbursement policy and assist with resolution.

Assists in the delivery of new employee training of the expense reporting policies and reimbursement process.

Investigates and reconciles problems or issues with vendor/supplier payments and actively works and promotes teamwork with the Supply Chain team.


Assists with system configuration and other problem solving.

Assists in the development and maintenance of process documentation, including periodic calendars of accounts payable tasks, desk-top reference manuals for each work area, and training manuals.

Supports the 1099 Reporting and filing process.

Participates in process improvement work and assist in additional projects as directed.


Supports the vision, mission and values of the organization in all respects.

Supports Lean principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.

Provides and maintains a safe environment for caregivers, patients and guests.

Conducts all activities with the highest standards of professionalism and confidentiality. Complies with all applicable laws, regulations, policies and procedures, supporting the organization's corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.

Delivers customer service and/or patient care in a manner that promotes goodwill, is timely, efficient and accurate.


May perform additional duties of similar complexity within the organization, as required or assigned.

EDUCATION:

Required: High school diploma or GED.

Preferred: Two-year Accounting degree.


LICENSURE/CERTIFICATION/REGISTRATION:

Required: N/A


Preferred: Accredited Payables Specialist (APS) through the Institute of Finance and Management (IOFM) or Certified Accounts Payable Practitioner (CAPP) through the Institute of Financial Operations and Leadership (IFOL).


EXPERIENCE:

Required: N/A

Preferred: Two years accounting experience.

PERSONAL PROTECTIVE EQUIPMENT:

Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.

PHYSICAL REQUIREMENTS:

Continually (75% or more): Sitting, keyboard operation, use of clear and audible speaking voice and the ability to hear normal speech level.

Frequently (50%): Standing, lifting 1-10 pounds, grasping/squeezing.

Occasionally (25%): Bending, reaching overhead, carrying/pushing, or pulling 1-10 pounds.

Rarely (10%): Walking, stooping/kneeling/crouching, climbing stairs.

Never (0%): Climbing ladder/stepstool, lifting/carrying/pushing, or pulling 11-50 pounds, operation of a motor vehicle, ability to hear whispered speech level.

Exposure to Elemental Factors

Never (0%): Heat, cold, wet/slippery area, noise, dust, vibration, chemical solution, uneven surface.

Blood-Borne Pathogen (BBP) Exposure Category

No Risk for Exposure to BBP

Schedule Weekly Hours:
40

Caregiver Type:
Regular

Shift:
First Shift (United States of America)

Is Exempt Position?
No

Job Family:
SPECIALIST PATIENT FINANCIAL SERVICES

Scheduled Days of the Week:
Monday-Friday

Shift Start & End Time:
8am to 4pm