Accounts Payable Coordinator II - Per Diem (Full-Time Hours)

Title: Accounts Payable Coordinator II

Hours: Per-diem: 40 hours per week M-F.

Location: Full-time in-person training required. Potential to work in a hybrid model at the discretion of the manager after training is completed. 1 day will be required in person after training at the office at 178 Savin Street in Malden, MA.

Job Profile Summary 

​This role focuses on performing a variety of financial activities, including accounting, financial analysis, audit, tax, and collections, while ensuring compliance with regulatory standards.  In addition, this role focuses on performing the following Accounts Payable related duties: Creditor/Debtor accounts, account reconciliation, invoice verification, payment authorization, payment processing, data entry, and account auditing.   An organizational related support or service (administrative or clerical) role or a role that focuses on support of daily business activities (e.g., technical, clinical, non-clinical) operating in a “hands on” environment.  The majority of time is spent in the delivery of support services or activities, typically under supervision.  An experienced level role that requires basic knowledge of job procedures and tools obtained through work experience and may require vocational or technical education.  Works under moderate supervision, problems are typically of a routine nature, but may at times require interpretation or deviation from standard procedures, and communicates information that requires some explanation or interpretation. 

Job Overview 

This position is responsible for processing invoices in accordance with policy and entered into the system in a timely and accurate manner.  Answers telephone inquiries from staff and vendors, sorts mail and distributes to appropriate staff.  Processes weekly check run, handles voided and replacement checks, and issues stop payments when necessary.  Performs month end and year-end closings of the Accounts Payable system.  Runs appropriate reports at month and year-end to maintain a clean accrual and unapproved invoice file.  Prints any departmental or hospital reports requested by managers, auditors or other departments. May assist with corporate credit card program. 

Job Description 

Minimum Qualifications: 

1. Associate’s degree in accounting, finance or related field plus three (3) years of accounts payable experience OR high school diploma or equivalent plus five (5) years of accounts payable experience.

Preferred Qualifications: 

1. Five (5) years of progressively responsible Accounts Payable experience in a finance or health care setting. 

Duties and Responsibilities: The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list.  Other duties and responsibilities may be assigned. 

1. Processes invoices according to the Accounts Payable procedures. This includes credits; invoices assigned or not purchase orders and discrepant invoices. 

2. Performs all aspects of the Accounts Payable functions including the exception invoicing process through the Materials Management/Accounts Payable module. 

3. Reviews and researches all statements by vendors and follow procedure to reconcile outstanding issues, when necessary contact vendors to resolve.  

4. Interacts with vendors regarding payment terms when necessary. 

5. Ensures that all invoices are in accordance with policy and entered into the system in a timely and accurate manner. 

6. Maintains all files, records and reports in an organized manner for future referencing by departments. 

7. Answers all telephone inquiries from staff and vendors regarding payment of invoices.  

8. Opens all mail on a daily basis and distributes to appropriate staff. 

9. Processes all patient refunds read over from the Meditech BAR systems for payment. 

10. Processes weekly check run, PCARD and ACH and daily BIP. 

11. Processes demand checks, handles voided checks, replacement checks and stop payments when necessary. 

12. Performs month end and year-end closings of the Accounts Payable system. 

13. Runs appropriate reports at month and year-end to maintain a clean accrual and unapproved invoice file. Prints any departmental or hospital reports needed by managers. 

14. Assists AMEX process to ensure that we are earning the maximum revenues on our annual spend. 

15. Maintains vendor dictionary in Meditech system.  Ensures that all vendor information is entered properly and completely. 

16. Assists auditors in year-end audit and any explanation on systems, procedures or invoices as needed. 

Physical Requirements:  

1. Professional office environment with typical office requirements such as computers, phones, photocopiers, filing cabinets, etc. 

2. This is largely a sedentary role, which involves sitting most of the time, but may involve movements such as walking, standing, reaching, ascending / descending stairs and operate office equipment. 

3. Frequently required to speak, hear, communicate and exchange information. 

4. Able to see and read computers displays, read fine print, and/or normal type size print and distinguish letters, numbers and symbols. 

5. Occasionally lift and/or move up to 25 pounds. 

6. Requires manual dexterity using fine hand manipulation to operate computer keyboard. 

Skills & Abilities: 

1. Analytical skills needed for analyzing and reconciling accounts. 

2. Interpersonal skills needed for interacting effectively with managers, banks and staff. 

3. Organizational and problem-solving skills.  

4. Ability to manage multiple tasks and delivery dates.  

5. Detailed oriented. 

6. Strong teamwork experience.  

7. Computer experience in Excel, Microsoft Word, and Lotus.