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Lead Accounts Payable Specialist - Charlestown, United States - Beth Israel Lahey Health
Description
**When you join the growing BILH team, you're not just taking a job, youre making a difference in peoples lives.**
**Job Type:**
Regular
**Scheduled Hours:**
40
**Work Shift:**
Day (United States of America)
Based in Charlestown, the Lead Accounts Payable Specialist has a hybrid (on site and remote) work arrangement each week.
Under the general supervision of the Accounts Payable (A/P) Manager, assist in the coordination and oversight of the workflow within the Accounts Payable department to ensure timely and accurate payments to vendors as well as accurate posting of financial information to the General Ledger.
This role is critical in the review and processing of the A/P workflow to ensure that all documents move successfully from entry to settlement in a timely and accurate manner for both supplier payments and employee reimbursements. It ensures that the department can meet its overall goal of providing for the seamless flow of supplies and services to the clinicians for patient care.
Due to its emphasis on providing support to the AP staff to conduct their tasks, this position requires strong interpersonal and communication skills as well as well-developed organizational skills. This position interacts with varied internal and external contacts which would include: Purchasing, Receiving, Contracting, Accounting, varied BILH employees at all levels across departments and Suppliers. It provides quality customer service to all internal/external contacts, especially in supporting the AP staff and serves as an exemplary representative of the Accounts Payable team.
**Job Description:**
**Essential Duties & Responsibilities** including but not limited to:
+ Oversee the incoming mail distribution (via USPS, fax, internal mail and/or the BILH email box), filing/retrieval of documents (electronic) and general administrative/Specialist activities within the A/P department.
+ Assist, coordinate and maintain the general workflow of A/P ensuring timely processing, accurate vendor payment, resolving invoices on hold and in exception as well as reviewing/recouping credits from vendors.
+ Assist in the review of the A/P aging to resolve items in the 90 day and above categories.
+ Work with Purchasing, Vendors, End Users and Receiving to resolve payment exception and hold issues in order to ensure timely and accurate payments. Identify root issues that may be causing the exceptions. Formulate and communicate recommendations to correct the process/system in place to reduce these instances and increase efficiency/productivity.
+ Conduct vendor add/maintenance approvals, general/journal/reversal/adjustment voucher entry and check control/filing functions as needed.
+ Run queries, reports, payment forecasts and check/ACH production activities as needed.
+ Assist in the selection process of interviewing candidates.
+ Provide assistance in the development plan, training and annual performance evaluation process of new and existing A/P employees.
+ Mentor and coach A/P staff in their daily tasks. Monitor productivity and communicate progress on a regular cadence.
+ Exercise quality customer service and problem solving skills in an independent fashion. Must demonstrate the ability to perform under pressure, meet deadlines, work in a team manner and maintain attention to detail.
+ Utilize system skills relating to the A/P ERP, EDI loads/audits, Google and Microsoft Office Suite software to complete tasks.
+ Act as a liaison to the IT area regarding modifications and updates needed to the A/P systems/software products.
+ Participate in varied meetings with vendors, internal departments and the like to evaluate systems, methods improvements, policies, statistical data and general team/production related subjects to improve/streamline processes as well as implement new systems to enhance efficiency, increase productivity while reducing errors/costs.
+ Perform special projects as assigned by management.
**Organizational Requirements:**
+ Maintain strict adherence to the BILH Confidentiality policy.
+ Incorporate BILH Standards of Behavior and Guiding Principles into daily activities.
+ Comply with all BILH Policies.
+ Comply with behavioral expectations of the department and BILH.
+ Maintain courteous and effective interactions with all internal and external contacts.
+ Demonstrate an understanding of the job description, performance expectations, and competency assessment.
+ Demonstrate a commitment toward meeting and exceeding the needs of our customers and consistently adheres to Customer Service standards.
+ Participate in departmental and/or interdepartmental quality improvement activities.
+ Participate in and successfully completes Mandatory Education.
+ Perform all other duties as needed or directed to meet the needs of the department.
**Minimum Qualifications:**
Education: Associates degree or comparable on the job experience
Licensure, Certification & Registration: N/A
Experience: A minimum of 3-5 years in a high volume Accounts Payable environment. Accounts Payable leadership experience including the running of queries, reports, payment forecasts and check printing are a plus.
Skills, Knowledge & Abilities: In depth knowledge and understanding of the complete A/P cycle and how it relates to the general ledger; strong problem solving and organizational skills, accuracy in judgement, effective oral/written communication skills, adaptability to varying workloads and ability to work in a high volume, high pressure environment. Workday, Microsoft office, EDI and Google skills desired.
**FLSA Status:**
Non-Exempt
**As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment. Learn more ) about this requirement.**
**More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.**
**Equal Opportunity Employer/Veterans/Disabled**
