Accounts Payable Manager

Reports to the Director, Finance/Accounting. Responsibilities include organizing, planning, and managing the daily operational activities of Accounts Payable function and Accounts Payable-related projects and analysis. Manages the accounts payable process and related reporting. Includes 1099 preparation, unclaimed property (escheatment) due diligence and reporting, IRS Form 1042 filing, and vendor compliance review. Exhibits detailed knowledge of the underlying accounts payable software systems necessary to effectively manage functionality and AP Team productivity and to effectively troubleshoot issues. This role requires maintaining positive working relationships with operational department management across the organization, the Purchasing Team, as well as vendors to ensure a high level of customer service.


Job Responsibilities:

Manages the daily, monthly, quarterly, and annual Accounts Payable functions by:

• Manages the AP Team Members
  • Recruiting, disciplinary, time off planning, coaching, absent tracking, training, timecard review/approval
  • Managing the workload of staff to minimize the need for overtime.
• Ensures and monitors the timeliness and accuracy of daily AP Team activities.
  • Monitoring daily throughput from invoice receipt to payment
  • Monitoring and adjusting AP Team member workloads as needed.
  • Monitoring new vendor set up/compliance testing and serves as backup
  • Oversees and serves as backup to weekly payment/check runs
  • Oversees and serves as backup to the Company Credit card protocols
  • Oversees and serves as backup to Approval Matrix maintenance
  • Collaborates with Purchasing to resolve PO Exceptions
• Manages bank positive pay and the voiding/reissuance of payments/checks.
• Manages Patient Refund interfaces
• Balances, reviews, and releases weekly or on-demand payments.
• Manages resolution of Denial list and daily resolution of those at month-end.
• Manages resolution of monthly Received Not Invoiced list in partnership with Purchasing
• Manages and performs monthly Sales Tax analysis and keeps abreast of sales tax implications/changes for our taxable entities.
• Manages vendor statement review
  • Obtains missing invoices and credit memos
  • Insures credit memos are timely identified, received and processed.
  • Works with vendors to correct misapplied or unapplied payments
• Manages vendor payment methods within the software system.
  • Includes managing enrollment campaigns with our bank payment partner
  • Working with vendors directly to get them enrolled in an appropriate electronic pay method.
• Prioritizes and manages the resolution of credit hold situations alongside Purchasing.
• Performs AP account reconciliations to general ledger on a monthly basis.
• Assists with pulling documentation needed for annual fiscal audit as well as other audits related to grants, property damage insurance claims, and others as needed.
• Fosters positive working relationships with managers house-wide and provides training and training materials as need be.
• Interacts in a positive manner with external vendors as a representative of Beacon.
• Preparing/filing 1099s and form 1042 accurately and on a timely basis to avoid penalties.
• Preparing/filing Unclaimed Property/Escheatment including due diligence letter process
• Development of AP best practices, standardization of work processes/workflow across entities, and overall process improvement of the AP functional area.
• Overseeing and coordinating the resolution of problems with the AP System software alongside IT support.
• Supervising the testing and implementation of new AP system enhancements or systems. Includes working closely with IT support and Purchasing to guide, plan, build, and test new protocols and/or new systems.

MISSION, VALUES and SERVICE GOALS

• MISSION: We deliver outstanding care, inspire health, and connect with heart.
• VALUES: Trust. Respect. Integrity. Compassion.
• SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.

Performs other functions to maintain personal competence and contribute to the overall effectiveness of the department by:

• Maintaining up to date knowledge of Excel.
• Maintaining up to date knowledge of State sales a nd IRS changes related to 1099s.
• Completing other job-related assignments and special projects as directed.

Leadership Competencies

• Drives Results - Consistently achieving results, even under tough circumstances.
• Customer Focus - Building strong customer relationships and delivering customer-centric solutions.
• Instills Trust - Gaining the confidence and trust of others through honesty, integrity, and authenticity.
• Collaborates - Building partnerships and working collaboratively with others to meet shared objectives.
• Communicates Effectively - Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.

ORGANIZATIONAL RESPONSIBILITIES

Associate complies with the following organizational requirements:

• Attends and participates in department meetings and is accountable for all information shared.
• Completes mandatory education, annual competencies and department specific education within established timeframes.
• Completes annual employee health requirements within established timeframes.
• Maintains license/certification, registration in good standing throughout fiscal year.
• Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.
• Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
• Adheres to regulatory agency requirements, survey process and compliance.
• Complies with established organization and department policies.
• Available to work overtime in addition to working additional or other shifts and schedules when required.

Job Qualifications:

Education and Experience

• The knowledge, skills and abilities as indicated below are normally acquired through the successful completion of Bachelors Degree in Accounting, Business Administration, or a minimum of five years of progressively more responsible and relevant Accounts Payable experience is required. Previous supervisory experience is desired.. Excel knowledge and experience is required. Must know how to perform vlookups and pivot tables. Prior experience with software system set up and/or implementation is desired.

Knowledge & Skills

• Demonstrates the professional accounts payable knowledge necessary to provide technical direction to ensure the effective and efficient operation of assigned areas of responsibility.
• Requires the administrative and supervisory skills necessary to organize and direct assigned areas of responsibility.
• Requires the analytical skills necessary to develop, evaluate and administer policies, procedures and staffing levels.
• Requires the organization, planning and problem-solving skills necessary to plan and estimate project activities and time lines and identify and resolve problems and deliver viable solutions.
• Demonstrates the interpersonal and communication skills (both verbal and written) necessary to interact effectively with management, department staff and other individuals and organizations outside the System. Also requires the ability to develop and maintain effective working relationships.
• Requires advanced knowledge of computer systems and the ability to work effectively with the Information Systems department staff as necessary to perform the essential functions of the position.

Working Conditions

• Works in an office environment.

Physical Demands

• Requires the physical ability and stamina to perform the essential functions of the position.