POSITION SUMMARY
The Accounts Payable Technician position at Tuba City Regional Health Care Corporation is responsible for ensuring liabilities are paid in a timely and advantageous manner. . This includes maintaining vendor invoices, analyzing documentation and ensuring procurement guidelines are complied with. This position is responsible for preparing and entering invoices into the Accounts Payable system; therefore, must have knowledge of general accounting principles, specifically those related to Accounts Payable. Incumbent must communicate effectively, verbally and in writing, with vendors, employees and departments throughout the organization in order to resolve invoice discrepancies, respond to vendor queries and submit monthly reports to supervisor.
ESSENTIAL FUNCTIONS
- Review all invoices for appropriate documentation and approval prior to payment.
- Sort and distribute incoming mail.
- Prepare and enter invoices in the Accounts Payable system in a manner consistent with existing department procedures.
- Prioritize invoices according to cash discount potential and payment terms.
- Prepare and perform weekly check runs – selecting invoices for payment
- Prepare and process electronic payments and transfers. Match invoices to checks and distribute checks accordingly.
- Track expenses and process expense reports.
- Enter invoices in the system.
- Reconcile accounts payable transactions – monitor vendor accounts to ensure payments are up to date.
- Research and resolve invoice discrepancies and issues.
- Maintain vendor files.
- Schedule and process vendor payments in a timely manner to take advantage of available discounts.
- Reimburse employees by receiving and verifying expense reports and requests for travel advances.
- Disburse petty cash by recording entry; verifying documentation.
- Communicate with vendors and respond to inquiries in timely manner.
- Review and research vendor statements associated with outstanding invoices.
- Report erroneous transactions and miscoded entries in AP in a prompt manner.
- Maintain AP records and documentation in a prompt and accurate manner in accordance with hospital policies and federal regulations and statutes regarding records retention and storage.
- Observe departmental and corporate internal control procedures and report suspected irregularities to the Accounting Director.
- Maintain a thorough working knowledge of the applicable portions of the corporation’s computerized financial system.
- Maintain confidentiality of accounts payable information in accordance with corporation policies, HIPPA and Navajo Nation privacy laws.
- As needed, serve as a back-up to AP staff during temporary periods of excused or unplanned absences.
- Protect organization's value by keeping information confidential.
- Assist with month end closing – accounts payable accrual.
- Provide supporting documents for audit.
- Performs other duties as assigned.
MENTAL AND PHYSICAL EFFORT
The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Physical:
Require the ability to sit for extended periods of time, to occasionally stoop to pick up small objects and to occasionally lift objects up to 15 pounds in weight. The duties require the ability to use telecommunications and office equipment.
Mental:
Must be able to use good judgment, prioritize projects, and coordinate multiple assignments while meeting internal and external deadlines. Must be able to coordinate a variety of issues while being frequently interrupted.
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