Purchasing & Accounting Coordinator

Children•Portland, OR

About The Position

The Purchasing & Accounting Coordinator oversees and performs purchasing activities, accounts payable operations, and vendor relations. Serving as a primary contact for vendors and internal staff, this role handles inquiries about invoices, payment timing, and discrepancies; determines funding sources and coding; and ensures purchasing and accounts payable activities comply with clinic policies and procedures. The position oversees purchase invoice entries in the general ledger, vendor master files, routine month-end journal entries, and account reconciliations. It also processes payroll and physician withdrawals and payments. The role manages purchasing and inventory processes for clinic supplies, supports vendor selection and onboarding, and coordinates invoice and payment workflows. It also processes payroll data, responds to employee pay inquiries, researches errors, performs payroll reconciliations and audits, and supports compliance with applicable tax and payroll rules. The position works in an environmentally controlled medical office, in a fast-paced setting, and interacts with staff, providers, patients, vendors, and the public.

Requirements

Associate degree in Accounting, Business, Finance, or a related field; two years of accounting or accounts payable experience may be considered in lieu of the degree, in addition to the required experience below.
Three years of progressively responsible accounting experience.
Knowledge of Generally Accepted Accounting Principles and governmental regulations as applied to modern health care financial management.
Knowledge of statistical analysis principles as applied to financial reporting development and design.
Thorough knowledge of and experience with financial system applications and software.
Analytical and problem-solving abilities, including the ability to manipulate and understand complex information.
Effective organizational and time-management skills, with a proven ability to meet deadlines.
Strong customer-service, active-listening, de-escalation, and written and verbal communication skills.
Proficiency using a computer and electronic medical record.
Ability to maintain patient, team member, and employer confidentiality.
Ability to make critical judgments under pressure, adapt to changing conditions, and work collaboratively.
Ability to stand, stoop, walk, bend, and kneel for prolonged periods.
Immunizations required for employment: proof of MMR, Hepatitis B, Tdap, Varicella, Influenza, and TB screening.

Nice To Haves

Bachelor's degree in Accounting, Business, Finance, or a related field.
Three years of accounting experience in a healthcare environment.

Responsibilities

Serve as the primary liaison for vendor relations between accounting, managers, and sales representatives, and respond to inquiries about invoice status, payment schedules, terms, and discounts.
Manage full-cycle accounts payable, including invoice coding, matching purchase orders to packing slips and invoices, obtaining approvals, and scheduling payments.
Verify invoice due dates, early-payment discounts, and payment options to maximize savings and maintain favorable credit terms.
Review vendor statements and resolve outstanding balances, unapplied credits, and billing discrepancies.
Maintain vendor master files, collect W-9 forms, set up vendors, and manage annual 1099 reporting and compliance.
Manage employee credit card applications, expense reports, card distribution, charges, and monthly reconciliations.
Maintain an inventory system, establish par levels by location, introduce new products, and oversee purchase orders weekly.
Oversee and maintain the inventory management system.
Maintain vendor relationships for clinic supplies, review product pricing, assist with price negotiations, and coordinate vendor bids.
Coordinate invoicing and payments with the system.
Compile new-vendor validation packets, including review ratings, BBB standing, and payment-term evaluations, for Finance Director approval; coordinate communications with requesting department managers.
Collect data, prepare reports, answer correspondence, and compile statistics for administrative and regulatory purposes.
Prepare and process payroll and related information; verify and input data into the payroll system.
Update payroll records and process routine employee-record changes.
Perform basic reconciliation and auditing during each pay cycle.
Respond to staff pay inquiries and research and resolve payroll errors or omissions.
Prepare and submit reports and forms required by the IRS or other regulatory bodies, as applicable.
Follow processing procedures and policies, maintain confidentiality, and ensure compliance with state and federal payroll rules and regulations.