ACCT PAYABLE SPECIALIST

Accounts Payable Specialist 

Full Time, 80 Hours Per Period, Day Shift

Covenant Health Overview:

Covenant Health is the region’s top-performing healthcare network with 10 hospitals, outpatient and specialty services, and Covenant Medical Group, our area’s fastest-growing physician practice division. Headquartered in Knoxville, Covenant Health is a community-owned integrated healthcare delivery system and the area’s largest employer. Our more than 11,000 employees, volunteers, and 1,500 affiliated physicians are dedicated to improving the quality of life for the more than two million patients and families we serve every year.

Covenant Health is the only healthcare system in East Tennessee to be named a Forbes “Best Employer” seven times. 

Position Summary: 

Performs centralized accounts payable services to all Covenant Health fully owned or managed systems that utilize the Covenant Health Fiscal & Materials Management software systems. Works under the supervision of the accounts payable leadership to process centralized invoice payment services in an accurate manner. Performs all duties necessary to pay invoices in a timely accurate manner using analytical and organizational skills while adhering to Covenant Health policies and procedures to ensure the disbursement process maintains proper business controls.

• Responsible for effective, timely, and self-sufficient decision making in matters of vendor relations, problem solving, or other vendor related issues.
• Responsible for professional communication with vendors and support personnel via telephone, e-mail, or in person.
• Maintains productivity standards as communicated by AP Manager.
• Responsible for compliance with audit, tax, and regulatory requirements.
• Receives, sorts, and distributes incoming departmental mail, faxes, and interoffice envelopes.
• Responsible for accurately entering invoices and check requests received from both external and internal vendors into the Accounts Payable (AP) computer system according to the established vendor terms and or contractual obligations.
• Electronically line matches invoices with the purchase order within the Supply Chain Management system using multiple databases.
• Knowledge of sales and use tax for the for-profit entities required.
• Verifies that invoice is coded and has proper approval(s) for entry into the AP system for non-purchase order invoices.
• Ensures all invoices are paid in a timely manner in order to receive any discounts.
• Maintains organized filing system for Accounts Payable invoices.
• Runs a Matched Invoice Summary report for all invoices keyed that day to be turned in to the APS II team daily.
• Actively maintains 1099 information and assists AP Manager in processing year end 1099 forms to vendors.
• Scans paper invoices into computerized filing system weekly.
• Maintains the AP voice mail box and answers and resolves all vendor inquiries.
• Researches monthly vendor statements and resolves vendor discrepancies. Responsible for coordinating and obtaining any vendor credits listed in statement.
• Supplies any necessary copies or additional information to Covenant Health staff as requested for questions concerning invoices processed.
• Prepares all invoices to be keyed daily, including ensuring coding and approvals have been received and all discrepancies have been resolved.
• Audits the prior day’s data entry against the invoice report daily, verifying the correct vendor, invoice number, and amounts have been keyed.
• Files all pending invoices in the correct facilities location.
• Works closely with the Procurement Specialists in the Supply Chain Management Department and vendors to resolve any matters relating to invoice (pricing, quantity, or receiving) discrepancies.
• Processes all vendor add/change forms for patient refunds, vendor terms changes, manual vs. pressure sealed checks, and any vendor remit to address updates found on invoices including updating W-9 information.
• Ensures all employee reimbursements have been keyed accurately into the payroll system weekly.
• Processes all pending invoices in the AP system.
• Approves all 810 invoices in the AP system that did not match automatically.
• Ensures all discrepant invoices in the 810 viewer have been resolved by the Supply Chain Management department and are ready to key daily.
• Processes all GHX, PCard and Regular check runs using the check run reconciliation spreadsheet for each facility weekly. Responsible for FTP (File Transfer Protocol) of GHX and PCard processing.
• Matches and routes any manual checks to the appropriate location weekly.
• Responsible for daily balancing from Supply Chain Management system to the Accounts Payable system. Reconciles these two systems to verify accurate totals.
• Updates and works accrued receipts on a monthly basis and provides updates to AP Manager quarterly.
• Uses advanced Excel skills to reconcile statements, including using VLOOKUP, and prepares upload files.
• Follows policies, procedures, and safety standards. Completes required education assignments annually. Works toward achieving goals and objectives, and participates in quality improvement initiatives as requested.
• Performs other duties as assigned.

Minimum Education:           

None specified; will accept any combination of formal education and/or prior work experience sufficient to demonstrate possession of the knowledge, skill and ability needed to perform the essential tasks of the job, typically such as would be equivalent to a high school diploma or GED. Preference may be given to individuals possessing an Associate’s degree in a directly-related field from an accredited college or university.

Minimum Experience:         

Five (5) years’ experience in accounts payable or bookkeeping.

Licensure Requirement:      

None