Account Payable /Accounting Clerk

Description

Position Summary:

An Accounts Payable (AP)/Accounting Clerk manages a company’s outgoing cash flow, processing vendor invoices, verifying expense reports, and reconciling accounts to ensure timely, accurate payments. They maintain financial records, resolve discrepancies, and support the accounting department by inputting data and handling, filing, and managing vendor files

Key Responsibilities:

• Invoice Processing: Receive, review, approve, and verify vendor invoices for accuracy.
• Payment Execution: Process payments (checks, ACH, credit card) and maintain payment schedules to ensure on-time payments.
• Reconciliation: Reconcile vendor statements and resolve discrepancies, including purchase order or billing errors.
• Data Entry: Code and post transactions to the general ledger and accounting software.
• Communication: Coordinate with vendors to resolve disputes and with internal departments to approve expenses.
• Reporting & Compliance: Generate AP reports, assist with month-end closing, and maintain compliance with company financial policies. 
• Journal Entry: Assist Senior Accountants with completion and uploads of journal entries.
• Account Reconciliation: Assist Senior Accountants with completion of monthly account reconciliations.

Requirements

Education/Experience:

•  Education: High school diploma or GED required; associate or bachelor's degree in accounting or related field is often preferred.
• Experience: Previous experience in accounting, bookkeeping, or data entry.
• Technical Skills: Proficiency in accounting software (e.g., QuickBooks, SAP) and Microsoft Excel.
• Soft Skills: Strong attention to detail, accuracy, organization, and communication skills. 

Required Credentials (Licensure, Certification, or Registration):

None required. 

Employment Variables:

Work is performed in an office environment. Work hours vary according to the workload and supervisory scheduling. 

Initial Tuberculosis (TB) test and drug screening is required by Winner Regional Health. Rubella titer will also be drawn upon hire and immunization is required if no past exposure or indication of immunization.  

Required to wear name tag provided by WRH and to dress in a professional manner.  

Job Knowledge and Skills:

Ability to read, write, speak and understand the English language. Excellent oral and written communication skills, work with customers and co-workers in a professional manner. Computer and bookkeeping experience along with office machine/equipment knowledge.

Direct Supervisor:

CFO or Senior Accountant 

PART II: Code of Conduct

Honesty We will do the right thing at all times, even if it is difficult, maintaining strong, ethical practices. We protect the confidentiality of others, including patients, staff and the facility as a whole. We will take responsibility for our actions.

Expertise We will demonstrate superior judgment, training and skill, at all times, demonstrating professionalism while doing so. We will perform all aspects of our job to the best of our ability, utilizing all resources and tools available.

Approachability We will be non-judgmental, friendly, and open and willing to listen to everyone we come into contact with while performing our duties. We are humble and learn from others.

Respect We will be understanding and sensitive to others’ feelings; caring and responding in a manner that sets them at ease, keeping the situation in perspective without minimizing others’ feelings or reactions. We will listen to others with full attention in a sincere, civil fashion, being careful not to be judgmental of the speaker. We maintain composure when facing conflict and avoid jumping to conclusions and defaming another’s name.

Teamwork We willingly work together with a common approach, trusting and supporting members of our organization, using our skills and resources, sharing information to achieve a common aim.

PART III: ESSENTIAL FUNCTIONS

Essential functions are critical or fundamental to the performance of the job. They are the major functions for which the person in the job is held accountable. Following are the essential functions of the job, along with the corresponding performance standards.

Function

Accounts Payable  

• Processes check requests, codes expense to the correct department, and matches invoices to purchase orders.  
• Updates and maintains vendor files.  
• Checks invoices for correct amounts and reports any suspicious invoices to the appropriate department manager.  
• Selects accounts payable invoices for payments based on due dates when generating weekly check runs. 
• Maintains adequate documentation to respond to annual financial audit.  
• Reports any issues to supervisor.

Research Skills

• Uses resources available (i.e. Internet, Newslines, web conferences) to learn about new or updated billing or accounts payable procedures.  
• Participates in department meetings within the Finance and attends other informative meetings as instructed by the office manager.  
• Retains information for daily and future use.  

Organization and Communication Skills 

• Demonstrates critical thinking skills to manage day to day basic operations or has the ability to seek assistance when needed.  
• Works steadily, efficiently, and shows consistent attention to the details of the work.  
• Shares appropriate information and knowledge with coworkers.
• Makes adjustments to claims that are billed incorrectly and brings continuous errors to the attention of the Office Manager and/or appropriate department.

Technology Implementation

• Uses software system for daily operations.
• Demonstrates knowledge of computer functions and equipment.
• Attempts to learn new ways to utilize our computer software (i.e. different reports).  
• Reduces paper printouts to prepare for paper-light billing.

PART IV: COMPLIANCE

Compliance

• Must comply with the Corporate Compliance Policy and all laws, rules, regulations and standards of conduct relating to the position. 
• The employee has a duty to report any suspected violations of the law or the standards of conduct to the Compliance Officer or the Chief Executive Officer.

PART V: PHYSICAL AND MENTAL REQUIREMENTS

General Activity  

• In a regular workday, employee may:

Sit 2-3 Hours at a time; up to 8-10

Hours during the day

Stand 1 Hours at a time; up to 0-2

Hours during the day

Walk .5 Hours at a time; up to 1

Hours during the day

Motion  

• Employee is required: (In terms of a regular workday, "Occasionally" equals 1% to 33%, "Frequently" 34% to 66%, "Continuously", greater than 67%.)

Bend/Stoop Occasionally

Kneel, Duration 30 sec Occasionally

Squat Occasionally

Balance Occasionally

Crawl, Distance Occasionally

Twist Occasionally

Climb, Height Occasionally

Keyboarding/Mousing Frequently

Reach above shoulder level Occasionally

Physical Demand

Employee’s job requires he/she carry and lift loads from the floor, from 12 inches from the floor, to shoulder height and overhead. Employee’s job requires a pushing/pulling force to move a load (not the weight of the load).

Physical Demand Classification: Carrying/lifting weight and pushing/pulling force:

• Sedentary
•  Occasionally 10 lbs. 
•    Frequently Negligible
•    Constantly Negligible

Sensory Requirements:

•  Yes/No Explanation (if Yes)

Speech Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly. 

Yes

Ability to exchange information with others on the phone. Extensive interactions with customers, co-workers and supervisors either in person or via telephone.

Vision (VDT) Are there specific vision requirements for the job?

Yes

Must be able to edit and proof work and to discern small print and a variety of handwriting. Must be able to operate office equipment.

Hearing Ability to receive detailed information through oral communications, and to make fine discriminations in sound; i.e., making fine adjustments on machine parts, using a telephone, taking blood pressures. 

Yes

Vital for communications with other staff directly or via telephone.

Environmental Factors

• Yes/No Explanation (if Yes)

Working on unprotected heights No

Being around moving machinery No

Exposure to marked changes in temperature and humidity No

Driving automotive equipment No 

Wearing personal protective equipment No

Exposure to atmospheric conditions (i.e. fumes, dust, odors, mists, gases, or poor ventilation) No

Exposure to extreme noise or vibration No

Exposure to blood, body fluids and waste No

Exposure to radiation No

Exposure to other hazards (i.e. mechanical, electrical, burns, or explosives) No

Emotional/Psychological Factors

• Yes/No Explanation (if Yes)

Stress: Exposed to stressful situations

Yes

On occasion when information is needed and not available. Working with a variety of co-workers at one time. High accountability. Must be able to establish priorities. Works in an environment of frequent interruptions. May be monitored for productivity and quality.

Concentration: Must be able to concentrate on work tasks amidst distractions.

Yes

Work must be done accurately. Constant interruptions in a multi-task clerical environment.

Must exert self-control. 

Yes

Must be able to display control and confidence under stress or amidst distractions.

PART VI: JOB RELATIONSHIPS

Supervises 

1 No supervisory responsibilities

0 Supervisory responsibility

# Direct Reports:       

# Indirect Reports:       

Age of Patient Populations Served 

0 Neonates: 1-30 days

0 Infant: 30 days - 1 yr

0 Children: 1- 12 yrs 

0 Adolescents: 13- 18 yrs

0 Adults: 19- 70 yrs

0 Geriatrics: 70+ yrs

1 All

0 Not applicable

Internal Contacts 

1 Patients

1 Providers: (i.e. Physicians, Therapists, Social Workers)

1 Staff: (i.e. clinical and administrative support staff)

1 Volunteers

0 Others:       

External Contacts 

1 Patients

1 Families/Significant Others

1 Providers

1 Vendors

1 Community and Health Agencies

1 Regulatory agencies

1 Other: Job Applicants