DEPARTMENT SUMMARY: The Accounting and Finance Department provides Accounting (maintains the financial records for the system, facilitates the external audit and all external financial reporting, prepares the tax reports for the system, prepares and maintains cost reports for the system, reconciles our cash balances, manages the treasury function for the system), Accounts Payable (processes all non-payroll payments out of the system), Payroll (processes all payroll) and Finance (develops near and long-term financial forecasts, develops pro-forma analyses, supports leaders to better understand and influence their financial performance, provides financial analyses and reporting). Not responsible for patient billing, collecting, account management or charity care assessments.
POSITION OVERVIEW: Leads and manages the development and operation of the accounts payable applications used by St. Charles Health System to pay vendors timely and accurately, maintains accurate accounts payables records, provides ad hoc reporting for business users, and complies with all local, state, and federal regulatory filings and laws. This position manages assigned Caregivers.
This position will be responsible to stabilize the AP processes and effectively implement improvement work to improve the productivity of the team, resulting in no less than a 40% reduction over 15 months.
ESSENTIAL FUNCTIONS AND DUTIES:
Responsible for timely processing of all types of payments and refunds by accounts payables team members using checks, ACH, and Comdata.
Monitors the Comdata system and works directly with vendors to ensure efficient operation of this program. Coordinates with Comdata for program expansion initiatives. Works to ensure program levels meet rebate targets.
Collaborates with the Supply Chain team to ensure the Purchase Order process (issuance, receipts, discrepants, etc.) is functioning in a productive manner, timely follow up of all items, vendor terms are complied with and there is an effective working relationship between the Accounts Payable and Supply Chain teams.
Identifies accounts payables process improvement initiatives and define standards for new processes, applying Value Improvement Practice concepts and tools.
Responsible for annual 1099 filings and accuracy of vendor master file for 1099 reporting requirements.
Coordinates the reconciliation of all accounts payable accounts including a monthly cleared check process, unclaimed property, and stale dated checks.
Responsible for maintaining and adhering documentation/communication of purchasing, invoice processing and related policies.
Responsible for maintenance of caregiver education/travel/PNCC advances, leader purchasing approval authority, processing of vendor and accounts payable record information, and processing of commissions and professional fees on a monthly basis.
Analyzes accounts payable activities for performance, including timeliness and accuracy. Reviews the AP aging and other Payables related reports. Responsible to ensure that payable and expenditure transactions are accurately reported and support the financial records of SCHS completely, accurately and appropriately.
Responsible for the design and coordination of all tasks and responsibilities performed within the accounts payable team, and assignment of those tasks to payables staff.
Participates in the recruitment, interviewing, selection, training, and evaluation of accounts payable staff. Assesses technical and professional education needs of the staff and develops or provides educational resources to meet those needs. Determines work priorities, assigns workloads, and monitors quality of work and ensures accurate, complete and high quality outputs.
Assists with special projects as needed.
Provides and oversees team's delivery of customer service in a manner that promotes goodwill, is timely, efficient and accurate.
Executes and provides two-way communication of the St. Charles Health System mission, vision, values, and strategic plan for the department (staff meetings, rounds, etc.)
Conducts all activities with the highest standards of professionalism and confidentiality. Complies with all applicable laws, regulations, policies and procedures, supporting the health system's corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violations of applicable rules, and cooperating fully with all company investigations and proceedings.
Supports the vision, mission and values of the organization in all respects.
Supports Value Improvement Practice (VIP- Lean) principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.
Provides and maintains a safe environment for caregivers, patients and guests.
Conducts all activities with the highest standards of professionalism and confidentiality. Complies with all applicable laws, regulations, policies and procedures, supporting the organization's corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.