Accounts Payable Supervisor, 40-Hours, Days, Monday - Friday, 7:00am - 3:30pm

You Matter Here!

Heywood Healthcare values our employees! We offer competitive wages, great benefits and generous earned time off. Come work where you will matter! 

Hours: 40-Hours, Days, Monday - Friday, 7:00am - 3:30pm

Job Summary: 

The Accounts Payable Supervisor will be responsible for the Accounts Payable for Heywood Healthcare which incorporates multiple corporations including Heywood Hospital, Athol Hospital and Heywood Medical Group. The Accounts Payable Supervisor is responsible for ensuring the timely posting of invoices, have customer service skills to respond to internal and external customers, ensures invoices are matched with receiving reports and check requests have the proper approval and documentation. This individual will supervise the Accounts Payable staff and is a dual report to the Materials Manager and VP of Operations.

Essential Functions

• Informs the Materials Manager of recurring problems with regard to PO issues and the VP of Operations with regard to other payment issues after attempts to resolve.
• Ensures vendor invoices are matched with receiving reports and purchase orders, and ensures that check requests have the proper approval and documentation.

• Responds promptly to internal and external inquiries of payment status

• Determines month and year-end manual accruals to ensure all expenses are properly recorded in the month they belong.

• Provides input on annual reviews of team members to the Materials Manager.

• Complies with the Hospital Attendance and Tardiness Policy.

• Completed all Hospital and Department Specific Mandatory requirements in the prior calendar year.

• Reports Incidents in a timely and effective manner.

• All employees with direct patient contact are responsible for actively engaging in the practice of, monitoring and enforcing compliance to hand hygiene.

• Train, mentor, supervise AP staff, setting daily priorities.

• Oversee the timely processing of PO and non-PO invoices, expense vouchers and vendor payments.

• Review and approve payment batches, ACH transactions, wire transfers, highlight and edit the weekly check run for review.

• Ensures vendor invoices are matched with receiving reports and purchase orders, and ensures that check requests have the proper approval and documentation.

• Determines that payments made agree as to quantity, unit cost and other terms of agreement and ensures proper coding of all invoices so re-classing is not necessary.

• Process payments in accordance with department policies regarding controls.

• Determines month and year-end manual accruals to ensure all expenses are properly recorded in the month they belong.

• Responsible for month-end closing.
  Maintain accurate vendor records, including W-9 documentation and tax information.

• Work closely with Purchasing, Materials Management and department managers to resolve outstanding issues.

Statement of Other Duties 

This document describes the major duties and responsibilities for this job, and is not intended to be a complete list of all tasks and functions. It should be understood, therefore, that employees may be asked to perform job-related duties beyond those explicitly described.

Functional Demands

Exerts up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Frequently reaches (extending hands and arms in any direction), and handles (seizing, holding, grasping, turning, or working with hands).

Job Requirements

Minimum Education

• Associates Degree in Accounting is recommended, or proof of additional education coursework in accounting.

Minimum Work Experience

• Five to seven years business office experience of which five years should be directly related to accounts payable processing.

Required Skills

• Numerical ability required to mentally perform rapid and accurate arithmetic computations.
• Must have organizational skills and the ability to multi task.
• Must maintain confidentiality. Must be able to decollate reports and prepare them for distribution to users, both internal to the Hospital and external.
• Must have a fairly high level of telephone and face to face verbal and listening skills in order to communicate effectively with co-workers, supervisors, managers, and outside agencies.
• Exceptional communication, problem-solving and organizational skills.
• Knowledge of Meditech Expanse, V360 and RePay accounting systems strongly preferred.
• Adheres to the policies, procedures and protocol of Heywood Healthcare.