Accounts Payable

Job Description:

Job Description:

The Accounts Payable Processor is responsible for processing vendor invoices daily for timely payment; to help resolve and respond to customers' complaints and disputes; and assist with other department responsibilities.

 

Accounts Payable (A/P) is a key unit of the UCSF Medical Center Accounting Office. The mission of the UCSF Medical Center Accounting Office is to deliver full accounting services and when necessary, revise and update the interrelated automated systems and guidelines for the entire Medical Center.

 

The UCSF Medical Center A/P section is responsible for the timely payment of approx. 10,000.00 invoices per month, totaling $ 30,000,000.00 while adhering to complex policies and procedures regarding invoice processing and comprehend the intricacies of accounts payable, purchasing/receiving and general ledger systems and interfaces. A general description of the services includes: paying invoices for vendors, employee reimbursements, entertainment and travel requests as well as refunds to health insurance companies and patients. In addition, the A/P office serves as the office of record for various A/P related documents and general ledger accounting. Members work daily with Purchasing, Receiving, UC Department, and vendor personnel.

 

The main function in the A/P department is to provide comprehensive payment service to all Medical Center Departments. The position requires that medical center vendors be paid in a timely manner and in accordance with all UC system wide policy, Generally Accepted Accounting Procedures (GAAP), and applicable laws. Knowledge is required of the various computer systems that make-up the processing of A/P in the Medical Center, including the On-Line Accounts Payable and Purchasing Systems: Pathways Financial Management (PFM) and Pathways Material Management (PMM), processing refunds entered into an Access file and then uploaded into PFM, Microsoft Word, and Excel. In addition, present and explain to all Medical Center Personnel who are in need the University A/P policies and procedures.

 

Key Responsibilities:

40% - Process and evaluate vendor invoices daily by using the PMM and PFM software systems. While keying invoices, examine each for compliance with the assigned authorizing Purchase Order and overall A/P system guidelines. If necessary, electronically communicate required revisions to the original purchasing agent for action. Processors are responsible for accurate financial disbursement information so that departmental statements reflect the most available and current business information for accounting reports. Also, Processors ensure that the Medical Center maintains an outstanding relationship with key suppliers. Critical to this function is to make sure processed invoices stay within suppliers' payment terms while simultaneously meeting UCSF Medical Center fiscal deadlines and goals. Successful operation of these function takes into account appropriate payment discounts, tax accruals, freight charges, etc.

 

10% - Respond to vendor and department inquiries using PMM or PFM. Resolve customers' complaints and disputes in a professional manner. Monitor discrepant invoices, receipt of goods or services, and then recommend solutions. Work to minimize outside vendor credit holds, promptly answer vendor inquiries to prevent a backlog of calls, report emergency checks and other situations requiring supervisory intervention. Research departmental A/P ledger requests and inform the supervisor of needed journal entries.

 

30% - Open and distribute mail daily, as determined by the monthly and yearly business cycles. Process US and campus mail deliveries twice daily, date stamp, and then distribute to designated A/P employees Organize and then prepare check payment distribution according to particular mailing needs of the recipients, private vendors, UCSF Medical Center employees, and patients.

 

10% - Serve as a backup for operating the daily bar code labels program. Each has a unique voucher number and is generated daily for every 3 way matched invoice. Prepare invoices for electronic file imaging. These labels must be accounted for and affixed to the corresponding invoices.

 

5% - Review and balance the daily user report to avoid any errors before any check payments are issued. The default tax status is not always correct, i.e., California Current Option. The processor must determine the tax status for a large variety of medical supplies and numerous out of state vendors.

 

5% - Evaluate and take corrective action on weekly reports generated from PMM, i.e., Discrepant, Approved, Draft Discrepant, Draft Approved, and Draft Input Status.

 

Service Excellence:

· Demonstrates service excellence by following the Everyday PRIDE Guide with the UCSF Medical Center standards and expectations for communication and behavior. These standards and expectations convey specific behavior associated with the Medical Center's values: Professionalism, Respect, Integrity, Diversity and Excellence, and provide guidance on how we communicate with patients, visitors, faculty, staff, and students, virtually everyone, every day and with every encounter. These standards include, but are not limited to: personal appearance, acknowledging and greeting all patients and families, introductions using AIDET, managing up, service recovery, managing delays and expectations, phone standards, electronic communication, team work, cultural sensitivity and competency.

· Uses effective communication skills with patients and staff; demonstrates proper telephone techniques and etiquette; acts as an escort to any patient or family member needing directions; shows sensitivity to differences of culture; demonstrates a positive and supportive manner in which patients / families/ colleagues perceive interactions as positive and supportive. Exhibits team work skills to positively acknowledge and recognize other colleagues, and uses personal experiences to model and teach Living PRIDE standards.

· Exhibits tact and professionalism in difficult situations according to PRIDE Values and Practices

· Demonstrates an understanding of and adheres to privacy, confidentiality, and security policies and procedures related to Protected Health Information (PHI) or other sensitive and personal information.

· Demonstrates an understanding of and adheres to safety and infection control policies and procedures.

· Assumes accountability for improving quality metrics associated with department/unit and meeting organizational/departmental targets.

 

Work Environment:

· Keeps working areas neat, orderly and clutter-free, including the hallways. Adheres to cleaning processes and puts things back where they belong. Removes and reports broken equipment and furniture.

· Picks up and disposes of any litter found throughout entire facility.

· Posts flyers and posters in designated areas only; does not post on walls, doors or windows.

· Knows where the Environment of Care Manual is kept in department; corrects or reports unsafe conditions to the appropriate departments.

· Protects the physical environment and equipment from damage and theft.

 

 

Other Functions & Responsibilities:

· Performs other duties as assigned.

· Guide misdirected patients to correct destination of their call for assistance.

· Perform other Accounts Payable functions as directed by the Manager.

· Work on assignments as deemed necessary to maintain excellent production standards.

· Assist with testing of any software upgrades to PMM and PFM.

 

Requirements:

· AP experience required

· MS Office experience (Word, Outlook, Excel) highly preferred

· High volume office - must be flexible and have ability to mulitask

· Hospital experience preferred but required

 

REQUIRED QUALIFICATIONS·

· High school graduation

· Minimum of four years' experience in accounts payable

· Proficient in data entry

· Experience in Microsoft Office

· Excellent communication skills (verbal & written)

· Good customer service skills

· Ability to adapt to a fast paced setting

· Ability to work under pressure

· Ability to work with minimum supervision