Purpose: Manages the process with the procurement department of goods/services to disbursement of cash. This includes monitoring of compliance with policies, providing training on various procurement alternatives, assuring payment and reporting to vendors, reconciling vendor accounts and processing transactions through Certify.

Key Job Responsibility Areas

• Accounts Payable

• Monthly Close Duties

• Cash Disbursements

• Vendor Maintenance/1099 Reporting

• Abandoned Property

• Incentive Cards

• Cash Receipts

• Miscellaneous

Detail of Key Job Responsibility Areas

• Accounts Payable

• Post vendor invoices to General Ledger systems.

• Scan and attach all invoices into appropriate system.

• Enter invoices in Procurify and match with purchase order receipts.

• Coordinate internal approval of invoices.

• Assure compliance with current procurement and approval policies and authorizations.

• Maintain sufficient documentation to support Grant reimbursement.

• Adhere to document retention policies, keep invoices/support organized and filed.

• Resolve payment issues with vendors.

• Process employee expense reimbursements weekly in Certify.

• Process purchasing card payment and submissions in Certify.

• Work on audit requests as needed.

• Reconcile vendor statements.

• Maintain AP mailbox.

• Monthly Close Duties

• Gift card journal entry.

• Reconcile bank ACH/EFT payments.

• Cost center review.

• Accrual journal entries.

• Preliminary account reconciliations.

• Reclass journal entries.

• Cash Disbursements

• Prepare weekly cash disbursements for review/approval.

• Print checks and obtain signature.

• Process ACH payments.

• Code and enter direct withdrawals from bank accounts to the general ledger.

• Assist in resolution of old/dated outstanding checks.

• Vendor Maintenance/1099 Reporting

• Ensure only active vendors are identified in the system and that current paperwork (W-9’s) are received.

• Determine appropriate identification of vendors for compliance reporting (1099’s).

• Manage process to prepare/distribute 1099’s in accordance with IRS regulations.

• Abandoned Property

• Identify potential abandoned property and follow established state regulations.

• Submit escheated property and returns within established period.

• Assure appropriate accounting of escheated items in the financial statements.

• Incentive Cards

• Establish and communicate procedures for utilizing.

• Assure compliance with established company policies and controls.

• Order, maintain supply and controls for client bus passes, gas cards and gift cards.

• Cash Receipts

• Open mail and catalogue receipts by revenue type.

• Scan/copy cash receipts into groupings and distribute to appropriate departments.

• Prepare cash receipt logs.

• Responsible for bank deposits.

• Deposit Point of Sale deposits from the Clinic and the Pharmacy.

• Miscellaneous

• Requires the ability and commitment to respect and support inclusiveness and diversity including but not limited to individuals of different backgrounds, cultures, races, ages, sexual orientations, gender identities or expressions, experiences, opinions, etc.

• Requires individual demonstration of commitment to the One Trillium values, behaviors and business impacts and modeling them in the organization.

• Responsible for maintaining confidentiality for all patient, client, employee, protected and proprietary information.

• Employees are accountable for meeting the performance standards of their departments and must participate as requested in compliance audits, process improvement and quality improvement plans.

• Other duties as assigned.

Qualifications

Associate’s degree in a relevant field plus 2 years relevant experience or a high school diploma or equivalent plus 4 years of relevant experience.

Proficiency in Microsoft Excel and Word required.

Must have a positive attitude, possess excellent communication skills, strong attention to detail, be willing to take initiative and exercise good judgment.

Must be reliable, highly organized, and able to prioritize and juggle a variety of activities.

Physical Requirements

While performing the duties of this job the employee is required to stand, sit, walk, use hands to finger, handle, or feel; reach with hands and arms, talk, and hear. Occasionally the employee must stoop, bend and lift or move up to 25 lbs. Specific vision abilities required include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

In support of the Americans with Disabilities Act, this job description lists only those responsibilities and qualifications deemed essential to the position.