Accounts Payable Clerk in CHEROKEE, North Carolina at Cherokee Indian Hospital Authority

Performs accounts payable support functions for CIHA by coordinating invoice approvals, reviewing supporting documentation, and ensuring invoices are accurate, properly authorized, and ready for timely payment. This position supports the Accounting Department by helping maintain accurate, complete, and policy-compliant accounts payable records.

Job Description

• Sends service invoices and other applicable invoices through the required approval process and follows up to help ensure timely approval for payment.
• Reviews purchase orders, invoices, receiving documentation, packing slips, and other supporting documentation to verify accuracy before payment is processed.
• Compares invoices to contract terms, purchase orders, pricing, quantities, and approvals to identify discrepancies before payment.
• Reviews invoices and supporting documentation for compliance with CIHA procurement policies, approval requirements, and internal control procedures.
• Communicates with departments, leaders, vendors, and Finance staff regarding missing documentation, approval delays, invoice discrepancies, receiving issues, or contract-related questions.
• Coordinates directly with the Accountant II responsible for accounts payable review prior to final processing and payment.
• Assists with maintaining complete accounts payable records in the accounting system, including invoice documentation, approval support, purchase order support, and related correspondence.
• Supports the transition to new accounting software by helping departments follow new accounts payable workflows, documentation requirements, and approval processes.
• Identifies potential duplicate invoices, incorrect coding, missing approvals, missing receiving information, or other issues that could affect accuracy or compliance.
• Maintains confidentiality of vendor, financial, and organizational information.
• Performs all job duties according to established safety guidelines and CIHA policies.
• Performs other duties requested by supervisor.

Job Knowledge

Must have working knowledge of basic bookkeeping, accounts payable processing, invoice review, purchase order documentation, and general accounting terminology. Knowledge of procurement processes, internal controls, contract terminology related to financial transactions, and computerized accounting software is preferred. Must be able to review documentation carefully, research discrepancies, organize records, and communicate effectively both verbally and in writing. Requires excellent communication skills, attention to detail, the ability to follow established procedures, and the ability to work independently or as a team member

Experience and Job Training

An Associate degree in Accounting, Business Administration, Finance, or a related field is required. Experience related to accounts payable, accounting, procurement, or finance is required.

Contact with Others

Has frequent contact with the Controller, Accountant II, Accounting staff, department leaders, approvers, receiving staff, purchasing staff, and vendors. The nature of contacts requires tact, courtesy, clear communication, follow-up, and professional etiquette to maintain positive working relationships and support timely payment processing.

Confidential Data

Has access to CIHA’s financial reports, CIHA’s financial status, grants, employee wages and other related financial information, which should remain confidential. Must adhere to all CIHA confidentiality policies and procedures.

Responsibility for Accuracy

Must perform complex mathematical computations, which are usually verified through the accounting system. Undetected errors could require time for research; results could range from minimal to extensive in scope. Work is generally reviewed by others for accuracy and compliance with regulations and procedures.

Mental/Visual/Physical Effort

Close concentration and attention to detail are required while performing all bookkeeping procedures. Is subject to frequent interruptions requiring varied responses. Must have physical mobility, reaching with arms and hands, manual dexterity and visual acuity. Must be able to speak and hear effectively. May occasionally lift more than 15 pounds.

Resourcefulness and Initiative

Works within well-defined procedures and guidelines. Uses judgment and initiative to identify discrepancies, request missing documentation, follow up on approvals, prioritize work, and escalate issues when appropriate to support accurate and timely payment processing.

Environment

Works in a normal business office in performance of job duties.

Customer Service

Consistently demonstrates superior customer service skills to patients/customers by demonstrating characteristics that align with CIHA’s guiding principles and core values. Ensures excellent customer service is provided to all patients/customers, vendors, departments, and internal customers by seeking out opportunities to be of service.