Overview:
Are you looking to make a difference by improving the health of our patients? Here you will find an innovative culture that is patient-focused and dedicated to making a difference. We are committed to helping the population we serve, and our communities, achieve optimum health and enjoy the best quality of life possible.
Responsibilities:

The Accounts Payable Assistant provides financial, administrative and clerical support by ensuring vendor payments, patient refunds and travel reimbursements are completed and expenses are controlled. Performs a variety of duties related to the preparation, processing, verification and reconciliation of invoices according to established policies and procedures.

• Prepares and processes data into accounts payable system according to established hospital policies and procedures
• Enters invoices and check requests for payment into accounts payable system within established timeline from date received
• Performs an individual batch audit to ensure accurate data entry of vendor payments as evidenced by the ability to release the invoices for payment
• Ensures the accuracy of recorded expenses, liabilities and assets by using the appropriate general ledger accounts
• Verification of purchase order, receiver and invoice for transactions that have a related purchase order. Works with the Purchasing department to clarify and correct any discrepancies within established timeline
• Selects and utilizes appropriate vendor and remittance addresses
• Usage of electronic interfaces to enter and process payroll and patient refunds into the accounts payable system
• Processes requests and obtains required documentation for new vendors
• Recognizes vendors that require 1099 income reporting and ensures vendor is setup in accounts payable system with all required information
• Processes vendor payments
• Prepares the preliminary cash required report for review and approval
• Prepares the weekly accounts payable checks, running the required programs, printing the checks, closing the payment cycle and generating all necessary reports
• Matches all appropriate backup to accounts payable checks before preparing them for disbursement
• Records all void checks and notifies the staff accountant when checks are voided
• Processes interim checks as needed
• Analyzes various data and reports to ensure all liabilities have been accurately recorded
• Reviews vendor statements every month to determine if there are any invoices on the statement that are not reflected in the accounts payable system. Contacts vendor to resolve discrepancies
• Adequately investigates outstanding items on received not invoiced report to ensure that all items are cleared within 3 months of receipt date. Works with the purchasing department to resolve any discrepancies
• Utilizes analytical and problem-solving skills when performing investigation on issues and questions as asked by the Accounts Payable Coordinator or Manager of Accounts Payable
• Remains cognizant of the proper accounting period for financial reporting
• Maintains organized and accessible files
• Maintains logical and accessible pending and paid invoice files, as evidenced by other staff and external requestors, being able to locate documentation as needed
• Maintains an organized, logical and current problem invoice file and out for signature file
• Maintains a professional and pleasant work environment
• Treats co-workers, employees, physicians, vendors and auditors with courtesy, respect and caring behaviors
• Answers questions and inquiries in a timely, knowledgeable and polite manner. Forwards questions that cannot be answered to the appropriate individual or department
• Works cooperatively within the accounts payable unit to ensure that all tasks are completed and necessary coverage for all individuals is achieved. Willingness to help as needed without being asked and prioritizing one’s own workload to accomplish this
• Presents a positive image of the Bassett Healthcare Network through professional behavior and appearance as indicated by wearing appropriate business attire and using appropriate business language in the working environment
• Limits personal communication (phone calls, texts, emails, visitors, etc.) during work hours to emergent situations only
• Manages job-related pressures and stress in a professional and appropriate manner
• Ability to cope with interruptions in daily routine and resume detailed work with limited time for reorientation
• Consistently ensures that information is kept confidential, releasing information only to appropriate individuals
• Maintains and monitors information pertaining to current Accounts Payable operating practices and procedures
• Utilizes, maintains and updates accounts payable user manual when practices, procedures and systems change
• Actively participates in accounts payable system maintenance and upgrade testing as evidenced by ability of individual to work extra hours as needed and level of involvement in planned test work
• Performs similar or related duties as requested or directed

Qualifications:

EDUCATION:

• 2 Year/Associate Degree in Accounting or related field, preferred

EXPERIENCE:

• 6-months of basic accounts payable experience, preferred

SKILLS:

• Accountability
• Accuracy
• Attention to Detail
• Computer Skills
• Logical Thinking
• Reliability
• Time Management
• Multi-Tasking

PHYSICAL REQUIREMENTS:

• Sedentary Work - Exerting up to 10 lbs of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking or standing are required only occasionally, and all other sedentary criteria are met
• Occasional lifting, pulling, pushing, reaching, seeing/monitor/computer use
• Frequent typing/clerical/dexterity, hearing, repetitive motion, talking, visual acuity (color, depth, perception), walking

• Prepares and processes data into accounts payable system according to established hospital policies and procedures
• Enters invoices and check requests for payment into accounts payable system within established timeline from date received
• Performs an individual batch audit to ensure accurate data entry of vendor payments as evidenced by the ability to release the invoices for payment
• Ensures the accuracy of recorded expenses, liabilities and assets by using the appropriate general ledger accounts
• Verification of purchase order, receiver and invoice for transactions that have a related purchase order. Works with the Purchasing department to clarify and correct any discrepancies within established timeline
• Selects and utilizes appropriate vendor and remittance addresses
• Usage of electronic interfaces to enter and process payroll and patient refunds into the accounts payable system
• Processes requests and obtains required documentation for new vendors
• Recognizes vendors that require 1099 income reporting and ensures vendor is setup in accounts payable system with all required information
• Processes vendor payments
• Prepares the preliminary cash required report for review and approval
• Prepares the weekly accounts payable checks, running the required programs, printing the checks, closing the payment cycle and generating all necessary reports
• Matches all appropriate backup to accounts payable checks before preparing them for disbursement
• Records all void checks and notifies the staff accountant when checks are voided
• Processes interim checks as needed
• Analyzes various data and reports to ensure all liabilities have been accurately recorded
• Reviews vendor statements every month to determine if there are any invoices on the statement that are not reflected in the accounts payable system. Contacts vendor to resolve discrepancies
• Adequately investigates outstanding items on received not invoiced report to ensure that all items are cleared within 3 months of receipt date. Works with the purchasing department to resolve any discrepancies
• Utilizes analytical and problem-solving skills when performing investigation on issues and questions as asked by the Accounts Payable Coordinator or Manager of Accounts Payable
• Remains cognizant of the proper accounting period for financial reporting
• Maintains organized and accessible files
• Maintains logical and accessible pending and paid invoice files, as evidenced by other staff and external requestors, being able to locate documentation as needed
• Maintains an organized, logical and current problem invoice file and out for signature file
• Maintains a professional and pleasant work environment
• Treats co-workers, employees, physicians, vendors and auditors with courtesy, respect and caring behaviors
• Answers questions and inquiries in a timely, knowledgeable and polite manner. Forwards questions that cannot be answered to the appropriate individual or department
• Works cooperatively within the accounts payable unit to ensure that all tasks are completed and necessary coverage for all individuals is achieved. Willingness to help as needed without being asked and prioritizing one’s own workload to accomplish this
• Presents a positive image of the Bassett Healthcare Network through professional behavior and appearance as indicated by wearing appropriate business attire and using appropriate business language in the working environment
• Limits personal communication (phone calls, texts, emails, visitors, etc.) during work hours to emergent situations only
• Manages job-related pressures and stress in a professional and appropriate manner
• Ability to cope with interruptions in daily routine and resume detailed work with limited time for reorientation
• Consistently ensures that information is kept confidential, releasing information only to appropriate individuals
• Maintains and monitors information pertaining to current Accounts Payable operating practices and procedures
• Utilizes, maintains and updates accounts payable user manual when practices, procedures and systems change
• Actively participates in accounts payable system maintenance and upgrade testing as evidenced by ability of individual to work extra hours as needed and level of involvement in planned test work
• Performs similar or related duties as requested or directe