Accounts Payable Specialist

PositionPurpose

In accordance with Trinity Health's Supply Chain policies and procedures, process invoices or purchase orders for a variety of goods and services requested by supported locations of the combined Procurement and Accounts Payable Shared Services department. The majority of Purchase Order and invoice transactions are handled by automated systems and/or outsourced suppliers. This position primarily focuses on discrepant orders/invoices and any urgent supply and payment situations. Key responsibilities include organization and/or prioritization of work assignments in placing and resolving issues with orders or invoices using a variety of automated and manual methods for a large number of suppliers. Perform a variety of transactions utilizing an automated Supply Chain Information System. Participates in problem root cause analysis and communicates problems and/ or solutions to leadership or key members of Supply Chain. Routinely handles confidential records and participates in discussions surrounding confidential matters relative to supplier relationships and expected to maintain confidentiality with the Supply Chain Management department. Serves as a resource for colleagues regarding policies/procedures, rules/regulations and customer standards.

Essential Duties and Responsibilities

Knows, understands, incorporates and demonstrates the Mission, Vision and Values of Trinity Health in leadership behaviors, practices and decisions.

Processes transactions in a computerized supply chain system with moderate supervision which include:

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  Assists with the resolution of discrepancies or problems that prohibit timely ordering of goods and services or timely payment of invoices.
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  Identifies repetitive problems and works with Team Leads and/or Supervisors on corresponding process improvements

Supports critical transactions for customers that include urgent orders and credit hold situations that require immediate resolution.

Maintains a working knowledge of Accounts Payable and Procurement and adheres to department policies and procedures. Maintains appropriate knowledge of Supply Chain policies and procedures and know what types of invoices are applicable to the purchasing policy. Determines if a purchase order is not required based on current policy.

Identifies invoice and purchase order discrepancies, offers solutions and participates in department meetings. Communicate on a regular basis with Supervisor, Supply Chain and colleagues to resolve discrepancies. Follows up on outstanding discrepancy issues in a timely manner.

Runs ad hoc reports.

Responds to inquiries from vendors and colleagues regarding information related to accounting matters, policies and procedures. Maintains good rapport and cooperative relationships and approaches conflict in a constructive manner.

Provides support and assistance to Accounting and colleagues with respect to accounting information and requests (i.e. managing cash flow, escheats, etc.)

Maintains appropriate knowledge of projects and activities and account categories for capital expenditures, to ensure proper recording of capital transactions.

Utilizes some working knowledge of Electronic Data Interfaces (EDI) for Accounts Payable and Requisitioning to assist with failure resolution.

Responds to inquiries from vendors regarding outstanding invoices, or backorders, overnights and returns.

Maintains HIPAA compliance and confidentially of information received, pertaining to but not limited patient, physicians, and colleagues.

Responsible for performing these duties within established departmental service level agreements and achieving established performance standards

Maintains a working knowledge of applicable Federal, State and local laws/regulations; the Trinity Health Integrity and Compliance Program and Code of Conduct; as well as other policies and procedures in order to ensure adherence in a manner that reflects honest, ethical and professional behavior.

High School Diploma and 2 years of related experience utilizing supply chain, business, customer service skills or an equivalent combination of education and experience. College coursework or an Associate's degree in accounting, supply chain/logistics management or related field preferred. Knowledge of general bookkeeping, accounting principles, regulatory standards and compliance requirements as well as mathematical and computer skills are necessary.

Knowledge of Microsoft Excel is required.

Microsoft Word and Web based application experience is highly desirable.

Ability to work independently and in collaboration with others with moderate supervision. Must be comfortable operating in a collaborative, shared leadership environment. Ability to establish and maintain productive, positive working relationships with all levels of the organization in a large multi-level, geographically dispersed organization.

Must possess the ability to handle voluminous work assignments on a routine basis.

Meticulous in attention to detail and skillful data entry.

Must possess strong written and verbal communication skills.

Must possess a personal presence that is characterized by a sense of honesty, integrity and caring with the ability to inspire and motivate others to promote the philosophy, mission, vision, goals and values of Trinity Health.

Must be able to adapt to frequently changing work priorities.

Must be able to travel to the various Trinity Health sites (<5%).

Must be able to work over time when deemed necessary by management.

Trinity Health's Commitment to Diversity and Inclusion



Trinity Health employs about 133,000 colleagues at dozens of hospitals and hundreds of health centers in 22 states. Because we serve diverse populations, our colleagues are trained to recognize the cultural beliefs, values, traditions, language preferences, and health practices of the communities that we serve and to apply that knowledge to produce positive health outcomes. We also recognize that each of us has a different way of thinking and perceiving our world and that these differences often lead to innovative solutions.



Trinity Health's dedication to diversity includes a unified workforce (through training and education, recruitment, retention and development), commitment and accountability, communication, community partnerships, and supplier diversity.