Accounts Payable Specialist
UAB Medicine
Description
Compensation: $15.00 - $23.55/hr
General Responsibilities
Responsible for efficient, accurate, and timely processing of applicable Accounts Payable requisitions. Confirm that all required documentation and signatures are included with requests prior to processing checks. Communicate effectively with employees within the Administration Department, all requesting Departments, and with vendors requesting payment. Scan documents as needed, and efficiently distribute resulting checks to Departments/vendors.
Key Duties & Responsibilities
| 1. | Perform accurate data entry: - Independently review all back-up to ensure that accurate documentation and signature authority is included with the requisition, based upon the dollar amount of the requisition. - Verify that the invoice is acceptable (ex.: not a duplicate invoice, and that the purchase price and quantity matches the Purchase Order). - Research any potentially duplicated invoices and requisitions. - Ensure all data is keyed properly into Lawson (accounting unit, account, vendor number, invoice number, etc.). | |
| 2. | Provide excellent customer service: - Review, compare, and reconcile accounts with corresponding payment records and refer errors and issues to management as necessary. - Communicate in a timely and professional manner to all customers (Departments and Vendors). - Resolve any issues thru accurate data verification. | |
| 3. | Follow monthly and year-end closing procedures: - Organize related data in order to perform monthly and year-end procedures. - Resolve any out-of-balance issues for month-end close. - Ensure compliance with auditors and management, assisting with any special requests for data and documents. - Verify that duplicate vendor numbers do not exist for 1099 vendors, and ensure that all potential 1099 vendors have been appropriately flagged within Lawson. Confirm that 1099 forms are issued to all affected vendors based upon current regulations (ex.: all payments reported to a vendor > $600 = 1099 form reported to the IRS and the individual) | |
| 4. | Scan documents into system of record: - Prepare documents for scanning (remove staples, insert separation sheet). - Scan documents. - Verify scanned document for accuracy, as compared to data entry into Lawson. - File scanned items and prepare for shipment to storage. | |
| 5. | Receive and distribute checks and related mail: - Open and time-stamp all incoming correspondence, and distribute to the appropriate Finance area (distinguish between Accounts Payable requests versus other Finance areas). - Once checks have been processed, checks must be matched with their original back-up. - Distribute checks as directed. | |
| 6. | Ensure open communication with all customers: - Freely exchange knowledge pertaining to Lawson within Accounts Payable group as well as with departments and other Finance staff. - Report any issues or concerns to management in a timely manner. - Willingly perform any other duties as assigned by the Controller. - Work closely with all other areas within Finance Department, assist with system testing. | |
| 7. | Other duties as assigned. |
Qualifications
Minimum Requirements
High school diploma or GED, and one (1) year of employment in an office environment.
Preferred: accounts payable experience; computer knowledge (and willingness to learn new software), calculator and telephone experience