Accounts Payable Service Rep I (Per Diem)

Yale New Haven Health•New Haven, CT

About The Position

Performs routine administrative accounting support functions within a high-volume, integrated supply chain management process. Reviews, researches, and processes requests for Accounts Payable disbursements, including purchase-order invoices and service invoices, for assigned vendors. Uses Lawson software to create vouchers, process checks, post payments and credits, and produce reports. Uses the Health System’s ImageNow optical scanning and workflow automation system to process invoices and support timely vendor payments. Monitors and analyzes processing activity, communicates with requisitioning, purchasing, and receiving departments and vendors, and follows discrepancies through to resolution. All work is performed in accordance with established departmental and organizational policies and procedures.

Requirements

High school diploma or GED.
One to two years of accounts payable experience, or six months of experience working in Accounts Payable at YNHHS.
Experience using an automated accounts payable system; Lawson is preferred.
Experience with vendor statement reconciliation.
Strong time-management, organizational, critical-thinking, interpersonal, verbal communication, and listening skills.
High-level math skills, knowledge of general accounting principles, and a basic understanding of the relationship between accounts payable and supply chain management.
Knowledge of standard accounts payable policies, procedures, regulations, purchase orders, invoices, and related documentation.
Intermediate alpha-numeric keyboarding skills, at 50 words per minute.
Intermediate end-user skills with Windows-based software, including Microsoft Office applications, for data processing and report production; Word, Excel, and PowerPoint are preferred.
Basic end-user skills with Lawson A/P and supply-chain management database applications.
Ability to operate basic office equipment, such as a copier, fax machine, calculator, and multi-function telephone.
Strong attention to detail, data review and processing skills, and record-maintenance skills.
Ability to understand the supply-chain process and Accounts Payable’s role in it; analyze and solve routine A/P problems; and maintain confidentiality of records and information.
Ability to multitask and organize and manage daily activities in a high-volume, fast-paced accounting environment.
Ability to work independently as a self-motivated achiever and effectively as part of a team.
Ability to understand and follow written and verbal instructions and procedures, and analyze and solve problems.

Nice To Haves

Associate or bachelor’s degree in Accounting, Business, or a related field.
Accounts payable experience at a company with annual accounts payable spend exceeding one billion.
Lawson experience.
Microsoft Word, Excel, and PowerPoint experience.

Responsibilities

Review and process A/P disbursement requests for assigned vendors, checking completeness and compliance with financial policies, procedures, and vendor agreements; calculate payment schedules and modify vouchers as needed.
Complete three-way matching of purchase-order invoices against purchase orders and receipts, and two-way matching of service invoices by obtaining written departmental approvals and following up on missing approvals.
Work with Purchasing and Receiving to ensure invoices are handled within 5–7 days and that purchase orders and received products are accurately recorded.
Use Lawson to code and enter A/P data, create and batch payment vouchers, post payments and credits to vendor accounts, and generate reports; complete processing accurately and support timely payment.
Maintain knowledge of Lawson A/P and supply-chain data-entry panels, verify processing stages, and enter hard-copy invoices into Lawson within three to five days of receipt at the hospital.
As required, use web-based EDI applications to verify data, research discrepancies, perform routine analyses, print reports, and transfer data electronically.
Review, monitor, research, and resolve discrepancies involving invoices, purchase orders, receipts, and vendor statements; compile disbursement logs and statistical summary reports.
Review invoice discrepancies daily and solicit and reconcile electronic statements monthly from the top 10 vendors among assigned vendors.
Maintain records to manage assigned vendor workload and ensure appropriate, timely follow-up.
Review RNI reports periodically and work with vendors and purchasing/receiving representatives to resolve items and reduce outstanding RNI amounts.
Follow up with buyers and vendors on Buyer Messages related to purchase-order and invoice price discrepancies until resolved.
Participate in requested quality-improvement activities or committees and adapt to changes in systems, technology, processes, and workflow.
Provide professional customer service and serve as a liaison among requisitioning departments, Purchasing, Receiving, and vendors; select appropriate communication methods, follow established communication guidelines, provide status updates, and follow problems through resolution.
On a rotating basis, open, date-stamp, sort, and distribute incoming Accounts Payable mail; maintain electronic and hard-copy files and records according to department procedures.
After processing, place the voucher cover sheet on the invoice, record the voucher number, and file invoices in numeric order daily.
Use the Health System’s optical scanning and workflow automation tools, including ImageNow, to manage the online procurement-to-payment process.
Perform other assigned duties.