Accounts Payable Specialist

Inspired by faith. Driven by innovation. Powered by humankindness. CommonSpirit Health is building a healthier future for all through its integrated health services. As one of the nation’s largest nonprofit Catholic healthcare organizations, CommonSpirit Health delivers more than 20 million patient encounters annually through more than 2,300 clinics, care sites and 137 hospital-based locations, in addition to its home-based services and virtual care offerings. CommonSpirit has more than 157,000 employees, 45,000 nurses and 25,000 physicians and advanced practice providers across 24 states and contributes more than $4.2 billion annually in charity care, community benefits and unreimbursed government programs. Together with our patients, physicians, partners, and communities, we are creating a more just, equitable, and innovative healthcare delivery system.

Job Summary / Purpose
The position is responsible for the day-to-day Accounts Payable activities in a highly automated high volume AP environment that focuses on exception processing, utilizing the latest in technology.  This position will be assigned to a specialized team within the Accounts Payable Service center, and may be required to move between teams as workload dictates. These specialized teams are responsible for activities related to Optical Character Recognition (OCR) validation, Invoice Processing, Vendor Master, Payment Processing and Customer Service functions. All AP Specialists will be cross-trained to perform the duties and responsibilities of each of the functional areas of AP.  This position is responsible for ensuring that all work is completed in compliance with CommonSpirit Health policies,  meets all regulatory requirements, and follows prescribed APSC approved procedures,.  This position is also responsible for reflecting and promoting the mission and philosophy of CommonSpirit Health and its sponsoring Ministries. 

Essential Key Job Responsibilities
Accountabilities

 OCR Validation:

Process AP invoices using OCR and Imaging technology as outlined in the department’s policies and procedures.
Validation
Resolve “Red” fields – Red fields are key data that the OCR technology could not find or did not meet the confidence thresholds.  This position is responsible for resolving exceptions identified by the software, and using critical problem solving skills to ensure accuracy of data and compliance with internal controls.
Complete OCR validation to ensure index fields within the software have been identified correctly (invoice number, amount, vendor and date), ensuring accuracy of data and accurate payment information.
Identify and ensure compliance with Approval and Signature Authority Policy Legal G-001.
Identify root cause issues pertaining to routing and forward for research as necessary.
Routing of invoices through Process Flow in accordance with CommonSpirit Health policies and procedures.
Determine proper routing of invoices, enter approval routing information, and complete accurate routing of invoices.
Resolve invoices with invalid routing using available resource and problem solving skills by researching historical invoices to determine accurate information.
Work with vendors to ensure proper Accounting Unit is populated on the invoice to improve the efficiency of the approval routing process.
Maximize usage of OCR technology to identify key index fields used in the processing and payment of accounts payable invoices. Ensure accuracy.
Identify and report process improvement opportunities.
Identify items to be added to the OCR Knowledge Base for future capture improvements.
Upload of invoices into Lawson via AP520/MA540.  Responsible for ensuring interface errors identified in AP520 for Non PO invoices, and MA540 for PO invoices, are corrected and successfully interfaced into Lawson.

  Invoice Processing:

Process invoices using Lawson ERP, utilizing automated 3 way match functionality as outlined in the department’s policies and procedures.
PO invoice match reconciliation.
Processing of EDI transactions and EDI problem resolution. 
Resolve invoice issues identified as rejections within the OCR upload process.
Ensure invoices pending receipts, buyer messages, PO issues, approvals, and priorities, are resolved timely.
Monitor and address factors delaying invoice processing or payment.
Process tasks related to problem solving and vendor relations, using critical thinking skills to ensure accurate and timely processing of invoices.
Partner with the Purchasing Service Center (PSC) and Supply & Service Resource Management (SSRM) in an effort to identify areas of inefficiency and work collaboratively toward solutions.

  Customer Service:

Ensure timely responsiveness to all requests as per established service levels.
Ensure professional responses to all email and phone inquiries, exercising tact, discretion and diplomacy in establishing and maintaining valuable relations with both internal and external customers.
Ensure that all requests are properly tracked per established procedures.
Review statements, utilizing critical thinking skills to solicit for outstanding invoices/credits according to established policies, and to identify route cause and resolution to prevent recurrent issues.
Work with the PSC to resolve vendor credit holds timely, reducing overall impact to our facilities.
Process changes in Lawson that result from customer support calls.
Partner with the PSC and SSRM teams in an effort to identify areas of inefficiency and work collaboratively toward solutions.

  Payment Processing:

Run daily payments using ERP jobs and bolt-on payment file software, for various payment types including checks, ACH/EFT, 820, and ePayables, for both vendor payments and patient refunds, according to a pre-set schedule
Review pre-run reports for transaction fields that would cause failure of payment files, and make necessary corrections in ERP system
Run daily ERP void check processes, and place stop payments in bank portal as necessary
Provide payment run and void totals to Supervisor for reconciliation to bank portal reports
Provide check images and ACH remittance advices upon request
Provide outstanding check list reports for unclaimed property analysis
Run urgent off-cycle payment processes as requested by AP team members
Respond to email requests for payment information, internal and external

  Vendor Master Team

Fulfill requests to add new vendors to the ERP Vendor Master, following CommonSpirit Health policies, and compliance and regulatory requirements related to W-9/W-8 forms, TIN matching and prohibited vendor exclusions.
Follow specified approved Vendor Master desk procedures to ensure proper payment terms, payment types, 1099 reporting, banking verification and contact information.
Perform due diligence related to identifying potential fraud risks and notify appropriate teams when indicated
Identify high priority vendor requests for immediate action
Daily management of a shared email box and multiple invoice processing queues, following prioritization guidelines and team member assignments for vendor setup
Daily management of the vendor registration portal to approve new vendor requests and existing vendor change requests.

  Overall Accountabilities

Keeps informed of changes related to departmental policies and procedures.
Maximizes the use of all available resources, productive time, and the time of others.
Uses good judgment and seeks the guidance of a Supervisor or Manager when needed.
Meets or exceeds minimum productivity standards assigned to specific teams
Works as a team member, performing duties as needed, even when not assigned, but to ensure the team is reaching goals.
Identifies problems and using forward thinking skills to propose solutions.
Performs duties independently and with little to no supervision.

Minimum Qualifications

Required Education and Experience 
Preferred/Desired – Bachelor’s Degree in Business Administration or related field; or equivalent work experience
3 years of experience in an accounts payable role 
3 years of experience using financial/accounting software packages

Required Minimum Knowledge, Skills, Abilities and Training
Attention to detail and the ability to solve problems in a fast paced environment.
Demonstrated ability to work independently and under tight deadlines.
Exceptional written and verbal communication skills, including effective interpersonal and collaboration skills.
Demonstrated ability to learn new software quickly and transfer knowledge of software to others.
Strong computer skills, especially advanced Microsoft Excel skills including, Lawson/INFOR Add Ins and Ad Hoc query analysis.
Analytical and quantitative skills.
Ability to prioritize tasks with competing priorities
Ability to work in fast paced environment
Team player with a commitment to department and organizational initiatives