AP Rep 1
Company: Yale-New Haven Health
Location: New Haven
Posted on: June 9, 2021
To be part of our organization, every employee should understand
and share in the YNHHS Vision, support our Mission, and live our
Values. These values - integrity, patient-centered, respect,
accountability, and compassion - must guide what we do, as
individuals and professionals, every day.
Performs a variety of routine administrative support accounting
functions that are part of a high-volume integrated supply chain
management process by reviewing, researching identified
discrepancies and processing requests for Accounts Payable (A/P)
disbursements (purchase orders or invoices for services) for
assigned vendors. Utilizes integrated computer software application
(Lawson) to process requests for vouchers and checks, post payments
and credits to vendor accounts, and produce associated reports.
Also requires the use for the Health Systems Imagenow optical
scanning and workflow automation process to process invoices and
insure mure timely payments to vendors. Participates in daily and
periodic monitoring activities and analyses; effectively
communicates and serves as a liaison between requisitioning
departments, purchasing and receiving departments, and/or vendors
in response to inquiries, to trouble shoot problems and correct
discrepancies, and to help ensure timely and accurate payments. All
functions are performed in accordance with established departmental
and organizational policies and procedures.
- VOUCHER PROCESSING - Reviews and processes requests for A/P
disbursements (Three-Way Match for purchase order invoices, or
Two-Way Match for services invoices) for assigned vendors for
completeness and compliance with financial policies, procedures,
and contractual agreements with vendors. Performs calculations to
determine appropriate payment schedules and makes necessary
modifications to vouchers.
- 1.1 Develops and maintains working knowledge of supply chain
management process, and department and organizational procedures
for processing A/P disbursements.
- INTEGRATED LAWSON SOFTWARE APPLICATION - Completes A/P process
utilizing integrated Lawson software application to code, perform
data entry and verify A/P data in order to create and batch payment
vouchers, assuring timely payment for 95% of processing, post
payments and credits to appropriate vendors, and generate
appropriate disbursement reports.
- 2.1 Develops and maintains knowledge of numerous A/P, financial
and supply chain management data entry panels within Lawson
application to look up and verify various stages of supply chain
management for requested disbursements. Accurately performs
required data entry, and prints required reports from the
- ELECTRONIC DATA INTERCHANGE (EDI) - May be required to develop
and maintain knowledge of web-based EDI applications and vendor
procedures in order to look up and verify data, research
discrepancies, perform routine analyses, print reports and
electronically transfer data between A/P and other
- ANALYTICS AND REPORTING - Methodically review, monitor,
research and resolve discrepancies in invoices, purchase orders,
receipts and vendor statements. Compile disbursement information in
logs and generates routine to somewhat complex statistical summary
reports as required.
- 4.1 On a daily basis, review, research and resolve
discrepancies with individual invoices identified during
processing. On a monthly basis, solicits electronic vendor
statements from Top 10 vendors from own assigned vendors. Reviews
statements, identifies and resolves any outstanding issues.
- QUALITY IMPROVEMENT - As requested, participates in activities
or committees to review and improve workflow and processes within
the department. Willingly learns and adapts to process and workflow
changes due to changes in systems and or technologies utilized to
review and process AP disbursements.
- CUSTOMER SERVICE - Provides exceptional customer service
through ongoing professional communications, and continual follow
through with requisitioning departments and vendors. Demonstrates
outstanding customer service and the Key Behaviors outlined in the
Hospital's Core Success Factors in all interactions.
- 6.1 Serves as a liaison between requisitioning departments,
purchasing and receiving departments, and/or vendors by selecting
the most appropriate method to communicate inquiries (verbal,
written or electronic) and follow through until discrepancies or
problems are resolved and the process completed.
- MISCELLANEOUS ADMINISTRATIVE - On a rotating basis, open,
date-stamp, sort and distribute to appropriate employees all
incoming mail for the Accounts Payable department. Follows
established department procedures for maintaining electronic and
hard copy files and associated records.
- 7.1 Puts voucher cover sheet on top of invoice once it has been
processed, accurately recording the voucher number in upper right
corner. Files invoices in numeric order in the file cabinet on a
daily basis, with no exceptions.
- OPTICAL SCANNING AND WORKFLOW AUTOMATION - Is required to work
within the Health Systems optical scanning and workflow automation
capability to process vendor PO invoices and check requests. This
capability significantly changes the manner in which invoice
processing takes place in AP by depending on automated workflow
processing requiring a strong knowledge of the ImageNow system
design and workflow protocols. The AP service rep is required to
manage the integrated procurement to payment process using only
High school diploma or GED required; Associates or Bachelors
degree in Accounting, Business or related field is preferred.
One (1) to two (2) year's accounts payable experience or six (6)
months experience working in Accounts Payable at YNHHS, utilizing
an automated accounts payable system (Lawson preferred)
incorporating optical scanning and workflow automation with
experience in vendor statement reconciliation. Accounts payable
experience working for company with over one billion in accounts
payable is annual spend preferred.
KNOWLEDGE OF: Superlative time management skills, superlative
organizational skills, effective critical thinking skills combined
with excelent interpersonal skills, effective verbal and listening
communication skills. High level math skills, general accounting
principles, and basic understanding of the relationship between
accounts payable and supply chain management Standard accounts
payable policies, procedures and regulations; purchase order,
invoices, and related accounts payable documentation . Intermediate
alpha-numeric keyboarding skills (50 wpm); Intermediate end-user
skills using Window-based software (Microsoft Office - Word, Excel
and Powerpoint preferred) to process data into database
applications and to produce, format and generate reports. Basic
end-user skills in Lawson A/P and Supply Chain management database
application. Skill in use of operating basic office equipment (e.g.
copies, fax, calculator, multi-function telephone) Strong detail
orientation with strong data review and processing skills Record
maintenance skills. Understand the supply chain process and A/P's
role and integration into that process Analyze and solve routine
A/P problems Maintain confidentiality of records and information.
Multi-task and organize/manage tasks and activities on daily basis
in a high-volume, fast-paced accounting environment. Function
independently as a self-motivated achiever; but must also possess
strong team working ability. Understand and follow specific written
and verbal instructions and procedures. Analyze and solve
YNHHS Requisition ID
Keywords: Yale-New Haven Health, New Haven , AP Rep 1, Other , New Haven, Connecticut
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