Apply on Employer Site

Albany Medical Center · 2 months ago

Administrative Support Associate VII - Accounts Payable

Albany, NY

Full-time

Onsite

Mid Level

$40K/yr - $53K/yr

Albany Medical Center is a healthcare organization seeking an Administrative Support Associate VII in Accounts Payable. This role involves managing accounts payable transactions, ensuring timely and accurate payment processing, and providing exceptional service to internal and external stakeholders.

Hospital & Health Care

Responsibilities

Work collaboratively and effectively as a member of the team responsible for coordinating the scheduling and payment of invoices, reimbursements, refunds, credits, and all related transactions

Respond to requests from suppliers and departmental staff regarding scheduling or status of payment requests in an accurate, timely, and professional manner

Assist with the coordination and organization of strategies and resources used to support payment processing such as scheduling, tracking, and monitoring of invoices

Ensure transactions are processed in an accurate and timely manner in the Enterprise Resource Planning (ERP) software in accordance with cash allocation issued by Treasury

Ensure timely and accurate compilation and distribution of payments

Assist, educate, and support departments, colleagues, and suppliers with requests concerning invoice or reimbursement processing, policies, or payment status

Ensure compliance with and enforcement of all applicable policies, procedures, and regulations

Ensure compliance with supplier file processes and standards to ensure invoices and payments are processed and issued to the correct supplier, location and payment method

Assist with identification and pursuit of unclaimed funds identified for the organization

Ensure records are maintained and accessible to support and comply with financial processes and regulations

Work collaboratively with all other AMHS departments to support the AMHS and Supply Chain missions and ensure outstanding customer services in a collaborative and efficient manner

Other duties as assigned

Qualification

Accounts PayableERP SoftwarePayment ProcessingSupplier ManagementCustomer Service

Required

Under the direction of the Accounts Payable Manager, the Accounts Payable Specialist is part of the team responsible for the payment or distribution of all accounts payable related transactions to support the operations of all campuses of the Albany Med Heath System (AMHS)

This includes supplier invoices, reimbursements, refunds, credits and related transactions, issued by all payment methodologies

The team is accountable for ensuring payment of payables and related credits in an accurate and timely manner, while ensuring compliance with all applicable policies and regulations

The team is also responsible for responding to inquiries and requests regarding payments which includes coordinating and organizing of payment scheduling and payment issue research and resolution

This may also include supplier statement review

The position will provide outstanding levels of services to all stakeholders, both internal and external to the organization

Work collaboratively and effectively as a member of the team responsible for coordinating the scheduling and payment of invoices, reimbursements, refunds, credits, and all related transactions

Respond to requests from suppliers and departmental staff regarding scheduling or status of payment requests in an accurate, timely, and professional manner

Assist with the coordination and organization of strategies and resources used to support payment processing such as scheduling, tracking, and monitoring of invoices

This includes use of existing resources such as spreadsheets and reports, as well as creation and implementation of new resources as appropriate

Ensure transactions are processed in an accurate and timely manner in the Enterprise Resource Planning (ERP) software in accordance with cash allocation issued by Treasury

This includes awareness of and consideration for invoices with sensitive payment terms or rebate or discount opportunities based on payment timing

Issues that require additional intervention should be identified and addressed timely

Ensure timely and accurate compilation and distribution of payments

This includes tracking and follow up to ensure successful completion of the payment process

This also includes researching and coordinating with other team members to resolve payment related issues needed to successfully complete the payment process

Assist, educate, and support departments, colleagues, and suppliers with requests concerning invoice or reimbursement processing, policies, or payment status

Ensure compliance with and enforcement of all applicable policies, procedures, and regulations

This includes ensuring all invoices and expense reimbursements include appropriate and required documentation and approval(s)

Ensure compliance with supplier file processes and standards to ensure invoices and payments are processed and issued to the correct supplier, location and payment method

Assist with identification and pursuit of unclaimed funds identified for the organization

Ensure records are maintained and accessible to support and comply with financial processes and regulations

Work collaboratively with all other AMHS departments to support the AMHS and Supply Chain missions and ensure outstanding customer services in a collaborative and efficient manner

This includes but is not limited to Supply Chain departments of Sourcing & Contracting, Data Integrity, Accounts Payable, and Receiving and Distribution, but also Finance and Treasury

Other duties as assigned

It is expected that this position be available and willing to provide assistance or coverage for colleagues to meet the operational needs of the organization

Additionally, staff may be asked to assist in other duties or projects not specifically outlined in this job description

It is expected that staff willingly assist to the best of their abilities and within the expectations of their position

AMHS also reserves the right to reevaluate and reassign duties based on the changing demands of the office, either temporary or permanently

This role may require access to information considered sensitive to Albany Medical Center, its patients, affiliates, and partners, including but not limited to HIPAA Protected Health Information and other information regulated by Federal and New York State statutes

Workforce members are expected to ensure that: Access to information is based on a 'need to know' and is the minimum necessary to properly perform assigned duties

Use or disclosure shall not exceed the minimum amount of information needed to accomplish an intended purpose

Reasonable efforts, consistent with Albany Med Center policies and standards, shall be made to ensure that information is adequately protected from unauthorized access and modification