Purchasing & Accounting Coordinator

Children's Clinic PC•Portland, OR

4d•Onsite

About The Position

The Purchasing and Accounting Coordinator oversees, coordinates, reports on, and performs purchasing activities, accounts payable operations, vendor relations, and payroll processing. The role is the primary contact for vendors and internal staff regarding accounts payable inquiries, invoice processing, payment timing, and discrepancies. Responsibilities include determining funding sources, tracking and analyzing trends, negotiating vendor agreements, ensuring compliance with clinic policies and coding rules, recording purchase invoices in the general ledger, maintaining vendor master files, completing routine month-end journal entries and account reconciliations, and processing payroll and physician withdrawals and payments. The position also supports purchasing and inventory operations, including inventory system maintenance, location-specific par levels, purchase orders, product introductions, vendor pricing review, and price negotiations. It coordinates vendor onboarding and validation, employee credit card administration, reporting, and payroll compliance. The role is based in an environmentally controlled medical office with frequent interaction among staff, providers, patients, vendors, and the public. Immunizations and proof of vaccination for MMR, Hepatitis B, Tdap, Varicella, Influenza, and TB screening are required for employment.

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.
Three years of progressively responsible accounting experience.
Strong internal and external customer-service skills, including active listening, de-escalation, and clear written and verbal communication.
Knowledge of Generally Accepted Accounting Principles and governmental regulations as applied to healthcare 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 ability, including the ability to manipulate and understand complex information.
Effective organizational and time-management skills, with the ability to meet deadlines.
Ability to maintain patient, team member, and employer confidentiality.
Ability to use a computer and electronic medical record.
Ability to stand, stoop, walk, bend, and kneel for prolonged periods.
Ability to work closely with others in a team setting and interact frequently with a diverse population.
Required proof of vaccination for 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 among accounting, managers, and sales representatives, addressing inquiries about invoice status, payment schedules, terms, and discounts.
Manage full-cycle accounts payable, including invoice coding, matching purchase orders with packing slips and invoices, obtaining approvals, and scheduling payments.
Verify invoice due dates, early-payment discounts, and payment options to support savings and favorable credit terms.
Review vendor statements and resolve outstanding balances, unapplied credits, and billing discrepancies.
Maintain vendor master files, collect W-9 forms, and manage annual 1099 reporting and compliance.
Manage employee credit card applications, expense reports, card distribution, charges, and monthly reconciliations.
Maintain an adequate 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 for cost-effectiveness, 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 before onboarding; 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; collate, verify, and enter 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 payroll inquiries and research and resolve 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.
Oversee purchasing and accounts payable activities to ensure appropriate funding sources and coding, and record purchase invoices in the general ledger.
Perform routine month-end journal entries and account reconciliations.
Process physician withdrawals and payments.