AP Specialist II Accounts Payable Hybrid

University Hospitals•Shaker Heights, OH

20h•Hybrid

About The Position

The Accounts Payable Specialist II (AP Specialist II) is responsible for processing purchase order supplier invoices, ensuring timely and accurate submissions. This position also handles Non-PO invoices, resolving issues related to invoices through effective communication with internal teams, end users, and suppliers. Key responsibilities include coordinating the resolution of invoice discrepancies, providing guidance on submission processes, and answering both internal and external inquiries in a professional and timely manner. The AP Specialist II must be able to organize, prioritize, and multitask to meet deadlines and maintain high standards of accuracy. Special assignments focusing on specific areas such as, iExpense, Payments, Supplier Coordination may be assigned at this level, offering opportunities to contribute beyond day-to-day tasks

Requirements

High School Equivalent / GED (Required)
3+ years of Accounts Payable or Bookkeeping experience (Required)
Detail oriented and organized, with good analytical and problem solving ability. (Required proficiency)
Strong client service and communication skills. (Required proficiency)
Ability to make sound decisions, function independently and as a team player. (Required proficiency)
Effective written and verbal communication skills. (Required proficiency)
Ability to meet department deadlines on assignments and special projects. (Required proficiency)
Ability to schedule, coordinate and complete multiple assignments. (Required proficiency)
Demonstrated ability to use PCs, Microsoft Office suite, and general office equipment (i.e., printers, copy machine, FAX machine, etc.). (Required proficiency)
Intermediate to advanced Word, Excel, and Outlook experience

Nice To Haves

Associate's Degree (Preferred)
Prior experience working in a fast paced, large work environment (Preferred)
Oracle experience (Preferred)
(Preferred)

Responsibilities

Processes purchase order supplier invoices through KTM in a timely manner and meets targeted quotas.
Reviews and approves Non-PO invoices (SSI) according to policy and procedure and meets targeted quotas
Reviews and resolves Markview systems working folder on a timely basis
Coordinate the resolution of SSI invoice issues with end users via numerous communications methods, emails, phone calls, etc.
Coordinate the resolution of sending PO invoice issues to Sr. Rep/Buyers
Instruct and answer questions on the submission process according to policy & procedure
Resolves Markview backlog queues as assigned by Corporate Accounts Payables Manager, opens mail, and scans supplier invoices into Kofax systems.
Reviews and resolves Markview systems working folder on a timely basis.
Answers and effectively resolves internal and external phone calls in a timely manner
Must be able to organize, prioritize, and multitask
Assumes additional responsibilities and performs special projects as directed
Responsible for processing high volume expenses via IExpense
Review, audit and approves employee expense reports according to policy and procedure.
Responsible for processing timely, yearly graduating residents
Responsible for processing physician tuition expenses with special requirements
Review and audit of expense reports for required tier lever approvals and out of policy forms
Performs trip number request approval and processing.
Takes a proactive approach in reviewing and handling emails timely, efficiently, and professionally
Coordinate the resolution of employee issues via numerous communications methods, IExpense, Phone calls, e-mails, etc.
Corresponds daily with all levels within the company on expense issues
Researching disputes and conflicts with attaching receipts and other issues
Responsible to instruct and answer questions on attachment of receipts and other issues
Run all Payments (Checks, ACH, Credit Card, Employee payments)
Regular schedule payments/Quick Payments/ Recurring Payments
Run Workers Comp payments and Lease Payments
Coordinate and communicate payments via email
Work with Treasury on payment files – BOA spreadsheet sending daily
Void and/or Reissue payments
Review Paymode -X rejected or return payments
Review JPMorgan Chase and ACH returned payments
Retrieving AMEX Statement Monthly and sending to Treasury for Payment
Create distribution sets for recurring invoices (as needed0
Process home Care Mileage reimbursements
Process McKesson and Amerisource Payments
Record payments with the wire upload information
Research disputes and conflicts with payments
Work with bank/compliance on fraudulent payments
Takes a proactive approach in reviewing and handling emails timely, efficiently, and professionally
Takes a proactive approach in reviewing and handling emails timely, efficiently, and professionally
Responsible for processing high volume requests via OnBase, AP Supplier emails, Supplier Correspondence emails, and correspondence daily
Coordinate the resolution of vendor issues via numerous communications methods, OnBase, Phone calls, e-mails, etc.
Communicates daily with all levels within the company on set-up issues with PO or SSI suppliers
Responsible for the upkeep of active and inactive suppliers
Responsible to instruct and answer questions for vendors and end users on AP set-up process
Must be able to organize, prioritize, and multitask
Responsible for the processing of requests submitted in Onbase, Responsible for the collection process for vendors submitting W9 Forms
Responsible for the OSD TECH folder and Patient Study W9 Forms folder in the S: drive
Responsible for verifying Supplier’s EIN/TIN number via Sovos and Symplr
Researching disputes and conflicts with supplier set-up/add and changes, such as (but not limited) W9 forms, address, name, PO supplier, SSI supplier, active or inactive suppliers.
Performs other duties as assigned.
Complies with all policies and standards.
For specific duties and responsibilities, refer to documentation provided by the department during orientation.
Must abide by all requirements to safely and securely maintain Protected Health Information (PHI) for our patients. Annual training, the UH Code of Conduct and UH policies and procedures are in place to address appropriate use of PHI in the workplace.