Accounts Payable Supervisor

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Job description

Typical pay range: $26.66 - $36.80

ST. CHARLES HEALTH SYSTEM

JOB DESCRIPTION

TITLE: Accounts Payable Supervisor

REPORTS TO POSITION: Procurement Manager

DEPARTMENT: Accounting and Finance

DATE LAST REVIEWED: August 2021

OUR VISION: Creating America's healthiest community, together

OUR MISSION: In the spirit of love and compassion, better health, better care, better value

OUR VALUES: Accountability, Caring and Teamwork

DEPARTMENT SUMMARY: The Procurement Department is the office responsible for the acquisition of supplies, services, and construction in support of St. Charles Health System's (SCHS) business. SCHS operates a fully integrated procure to pay function. The department objectives include ensuring goods and services are obtained expeditiously and economically, while ensuring operational requirements are satisfied and compliance with policies and procedures are met.

POSITION OVERVIEW: The Accounts Payable Supervisor leads and manages the development and operation of the payable functions and applications used by SCHS to pay suppliers timely and accurately. This position manages the day-to-day workflow ensuring efficient operations while maintaining appropriate controls for the accounts payable function of the health system. This position directly manages caregivers on the Accounts Payable team.

ESSENTIAL FUNCTIONS AND DUTIES:

Responsible for timely processing of all types of payments and refunds by accounts payables team members.

Responsible for the design, coordination, and prioritization of all tasks and responsibilities performed within the accounts payable team, and assignment of those tasks to staff.

Reviews and analyzes processes, policies and procedures, reports, and automated systems to identify enhancement and improvement initiatives. Defines standards for new processes, applying Value Improvement Practice concepts and tools.

Researches, problem solves, and troubleshoots with the team and internal and external customers.

Ensures supplier terms align with organization goals, policies, and procedures. Monitors the credit card payment processing program to ensure efficient operation. Coordinates with supplier for program expansion initiatives. Works to ensure program levels meet rebate targets.

Leads the quarterly 1099 maintenance review. Ensures the accuracy of vendor master file for 1099 reporting requirements. Provides annual 1099 reports to applicable suppliers and files the annual 1099 reports to the IRS and State of Oregon.

Coordinates the reconciliation of all accounts payable accounts including a monthly cleared check process, unclaimed property, and stale dated checks.

Responsible for maintaining and adhering to standard work documentation/communication of purchasing, invoice processing and related policies.

Analyzes accounts payable activities for performance, including timeliness and accuracy. Reviews the AP aging and other Payables related reports. Ensures that payable and expenditure transactions are accurately reported and support the financial records of SCHS completely, accurately, and appropriately.

Supports an environment of appropriate internal controls and follows all ethical and regulatory rules and guidelines that govern the accounting profession.

Responsible for budget development, regular monitoring, accountability and meeting all operational targets for all areas within span of control

Hires, directs, coaches and monitors the performance of all direct reports, to develop and maintain a high performance team that meets organizational and department goals.

Monitors and ensure all direct reports are current with compliance and safety requirements. Implements and manages all organizational safety directives and goals.

Provides and oversees team's delivery of customer service in a manner that promotes goodwill, is timely, efficient and accurate.

Collaborates with teams to review processes and identify/implement opportunities for improvements, applying Value Improvement Practice concepts and tools.

Supports the vision, mission and values of the organization in all respects.

Supports Value Improvement Practice (VIP- Lean) principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.

Provides and maintains a safe environment for caregivers, patients and guests.

Conducts all activities with the highest standards of professionalism and confidentiality. Complies with all applicable laws, regulations, policies and procedures, supporting the organization's corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.

Delivers customer service and/or patient care in a manner that promotes goodwill, is timely, efficient and accurate.

May perform additional duties of similar complexity within the organization, as required or assigned.

EDUCATION

Required: High School Diploma/GED

Preferred: Bachelor's degree in Accounting or Finance.

LICENSURE/CERTIFICATION/REGISTRATION

Required: N/A

Preferred: N/A

EXPERIENCE

Required: Three (3) years of experience in Accounts Payable, Accounting or Project Management.

Preferred: Work related experience in the Healthcare industry.

PERSONAL PROTECTIVE EQUIPMENT

Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.

PHYSICAL REQUIREMENTS:

Continually (75% or more): Use of clear and audible speaking voice and the ability to hear normal speech level.

Frequently (50%): Sitting, standing, walking, lifting 1-10 pounds, keyboard operation.

Occasionally (25%): Bending, climbing stairs, reaching overhead, carrying/pushing or pulling 1-10 pounds, grasping/squeezing.

Rarely (10%): Stooping/kneeling/crouching, lifting, carrying, pushing or pulling 11-15 pounds, operation of a motor vehicle.

Never (0%): Climbing ladder/step-stool, lifting/carrying/pushing or pulling 25-50 pounds, ability to hear whispered speech level.

Exposure to Elemental Factors

Never (0%): Heat, cold, wet/slippery area, noise, dust, vibration, chemical solution, uneven surface.

Blood-Borne Pathogen (BBP) Exposure Category

No Risk for Exposure to BBP

Schedule Weekly Hours:

40

Caregiver Type:

Regular

Shift:

First Shift (United States of America)

Is Exempt Position?

Yes

Job Family:

SUPERVISOR

Scheduled Days of the Week:

Monday-Friday

Shift Start & End Time:

7:30am to 4:30pm