Accounts Payable Specialist in Westerville, Ohio at Orthopedic One

Position Summary:

This position is responsible for all payments of goods and services necessary for the basic operations of Orthopedic One.

Responsibilities/Accountabilities:

Invoice Processing:

1. Receive any physical mail for the accounting team and disperse where applicable, and download any new invoices through their vendor online portals.
2. Maintain the accounting inbox in Outlook by reading and sorting all emails within 24 hours of receiving the email.
3. Review and complete data entry of invoices in AP software based on the appropriate general ledger code.
4. Obtain proper manager approvals before invoice payment within 7 days and escalate to manager(s) if they are not approved by the timeline given in the Accounts Payable Policy.

Payment Processing:

1. Ensure payments for all invoices are made on a weekly basis through the third-party payment processor.
2. Process within the AP Software any approved invoices that are paid electronically within a 24-hour turnaround to ensure accurate bank reconciliation.
3. Print check payments for all entities, obtain appropriate signatures, and mail out within 24 hours of receiving the signed check.
4. Any checks more than 90 days outstanding must be followed up on with the vendor or person and if necessary, voided and reissued.

Vendor Management:

1. Maintain vendor listing in AP software and communicate with manager any changes to vendor records.
2. Verify that new vendor packets are accurate and complete and sent to manager within 24 hours for set up in AP software and in line with the Vendor Set-Up and Maintenance policy.
3. Keep track of all vendor documentation within the Accounting files on the network and working with vendors to keep up to date records monthly.
4. Communicate with vendors regarding payment status and resolve invoice discrepancies or disputes before the invoice is due.

Reporting, Data Entry & Record Keeping:

1. Generate and review with management weekly check registers for vendor payments and rent.
2. Accurately enter financial data into the AP software and third-party payment processor.
3. Save all reports, check copies and manual check registers to the appropriate Accounting files on the network, in an organized and consistent format.
4. The Invoice Monthly Log file must be maintained on a weekly basis with accurate dates and notes to prevent any gaps in recurring payments.

Expense Management:

1. Guarantee that any employee expense reimbursements are sent to the HR department for payment upon receipt and before the next pay period.
2. Review and code all physician reimbursements and log them into the physician reimbursement log no later than the end of the month to ensure they are processed monthly.

Compliance & Controls:

1. Ensure adherence to internal controls and policies.
2. Maintain audit-ready documentation.

Process Improvement:

1. 1. Help identify inefficiencies in AP processes.
   2. Help implement automation or system improvements.

Teamwork:

1. Works cooperatively with coworkers, providers, and management.
2. Shares knowledge and insights with co-workers in a constructive manner.
3. Willingly provides coverage to department, staying beyond scheduled ending time when clinic schedule demands it, volunteering to cover time off or unexpected absences, maintaining workflow in department without direct supervision.
4. Addresses conflicts with person directly before involving manager or uninvolved peers.
5. Is considerate of others with regard to taking breaks or meal periods, use of computer and telephone, and noise in department.

Policies and Procedures:

1. Knows and complies with policies and procedures as enumerated in the Orthopedic One Employee Handbook and policies and procedures documents.
2. Provides assistance and support to leadership in implementing policies and procedures as necessary.
3. Actively participates in training, and conducting day to day work activity by adhering to all policies and procedures as enumerated in compliance and risk management programs.

Communicate using appropriate professional grammar, tact and diplomacy; Ability to diffuse negative situations and maintain a pleasant and professional tone during stressful circumstances; Able to work effectively with all levels of staff, management and physicians; Adheres to organizational policy with particular attention to confidentiality and standards of conduct; Utilizes good customer service skills both internally and externally.