PURPOSEResponsible for all aspects of the allocation of costs to the organization through the process of accounts payable, inventory and purchasing systems. To establish and/ or maintain the organization's accounting principles, practices, procedures and internal controls to ensure the generation of GAAP accrual based financial statements. To ensure compliance with the organization's payment policies and funding requirements under its various agreements, while applying industry best practices. Carries out all duties while maintaining compliance and confidentiality and promoting the mission and philosophy of the organization.
ESSENTIAL FUNCTIONSAccounting:
- Prepares journal entries, including required workpapers for support, in compliance with GAAP and established accounting policies and procedures.
- Organizes and coordinates the posting of entries to the general and subsidiary ledgers in order to maintain a timely close process.
- Reviews the general ledger trial balance accounts and activity monthly for accuracy and reasonableness.
- Coordinates the monthly closing of the payables, purchasing and inventory modules in the ERP system.
- Responsible for understanding cash funding requirements by company to ensure payments are made by the appropriate company.
- Identifies and prepares accurate monthly and year-end accruals within required deadlines
- Responsible for understanding the systemic supply chain workflow and related journal entries posted by the system.
- Responsible for understanding and recording adjusting entries related to system processing errors.
- Responsible for understanding systemic balances and related reports to ensure the subsidiary detail is accurate and items (inventory and non-inventory PO lines) are properly cleared in a timely manner.
- Responsible for understanding the company's virtual card program to include policies, banking website, workflow, and related accounting entries.
- Prepares and performs weekly invoice register review to ensure integrity of data entry and proper coding prior to processing payment.
- Ensures correcting entries are recorded in compliance with department policies and procedures to maintain system integrity and allow for data analysis.
- Calculates weighted average unit cost in conjunction with review of invoice price variance reports.
- Develops and generates reports measuring productivity and compliance with department standards; analyze the data to determine appropriate actions to continue to move the department forward.
Reconciling
- Prepares weekly and/or monthly complete and accurate reconciliation of intercompany fundings in accordance with company agreements and accounting policies.
- Oversees the monthly reconciliation of accounts payable, purchasing and inventory related sub-ledgers to the general ledger.
- Reviews and analyzes AP aging reports and vendor statements to identify and resolve discrepancies.
- Reconciles unsettled virtual card and credit card transactions with the company's bank.
- Reconciles accounts as assigned in accordance with department's policies.
Taxes
- Ensures accurate application of sales and use tax to vendor invoices in accordance with applicable state and local tax laws.
- Ensures sales and use tax fillings and payments are made in accordance with applicable state and local tax laws.
- Manages the external state comptroller's sales tax audit process and conducts internal reviews Prepare private letter rulings for sales tax applicability.
- Prepares required tax workpapers to prepare quarterly federal tax estimates and annual tax returns for all companies.
- Coordinates and ensures accurate and timely processing of all company 1099s.
Accounts Payable
- Oversees daily operations of the accounts payable department.
- Manages, trains and develops accounts payable technicians and staff accountant
- Ensures all invoices are coded correctly and payments are made within payment terms to support GAAP financials, Enterprise Accounting Reporting initiatives and compliance with various management service agreements.
- Monitors the AP aging report and invoice on hold report to ensure timely and accurate payment of obligations, including proper company obligation based on a solid understanding of intercompany relationships and contracts.
- Responsible for vendor verification, setup and maintenance in all relative computer systems.
- Identifies, develops and maintains internal controls and procedures related to accounts payable.
- Administers Procurement and Fund Card programs
Other
- Assists with external and internal audits by providing accurate schedules, reports, and supporting documentation.
- Ensures proper internal controls are developed and maintained within areas of responsibility and other areas impacted by the department
- Develops and documents, in accordance with department policy, Statements of Position using established accounting principles, theories, concepts and practices.
- Recommends and implements process improvements to increase efficiency and accuracy.
- Responsible for thorough understanding and application of supply chain (Accounts Payable, Purchasing and Inventory) knowledge.
- Collaborates with procurement and other departments to improve invoice and payment processing to resolve issues.
- Provides ongoing training to administrative and operational staff.
- Adheres to all company policies, including but not limited to, OSHA, HIPAA, compliance and Code of Conduct.
- Regular and dependable attendance.
- Follows the core competencies set forth by the Company, which are available for review on CMSweb.
OTHER DUTIES AND RESPONSIBILITIES- Responsible for gaining an understanding of the flow of data throughout the organization. There are multiple entities, multiple data sources and multiple systems- each of these must be well understood in order to be successful in this position.
- Responsible for gaining an understanding of the allocation process as well as the data that drives the GAAP/ EAR allocations to ensure allocation results are accurate and in line with financial reporting goals of the Organization.
- Performs other duties as assigned.
QUALIFICATIONSEducation and ExperienceRequired:- High school diploma or GED.
- Bachelor's degree in accounting, finance, related field or equivalent combination of education and experience.
Experience: - Five (5) or more years of experience in procurement to pay cycle, coding, GAAP accounting practices, intercompany transactions, integration of related activity into the financial statements, cost accounting, reconciliation preparation and resolution of identified discrepancies, and payables best practices required.
- Three (3) or more years supervisory experience required.
- Experience with building complex spreadsheets using Excel and Access.
- Experience with ERP systems (Oracle preferred).
- Experience working in a multi-specialty physician practice preferred.
Knowledge, Skills and Abilities- Strong knowledge of accounting principles, practices, concepts, policies and procedures.
- Knowledge of financial reporting concepts and preferred business practices.
- Experience managing the accounts payable process.
- Knowledge of intercompany activity and reconciliation.
- Proficient PC skills including advanced Access and Excel skills.
- Ability to have excellent attention to detail.
- Skill in organization and efficiency.
- Ability to effectively communicate with individuals utilizing a telephone, computer or other electronic device.
- Skill in analyzing and interpreting financial records.
- Skill in effective oral and written communication.
- Ability to handle multiple projects simultaneously.
- Excellent analytical and problem-solving skills.
- Ability to analyze and interpret statistical data/reports.
- Ability to engage others, listen and adapt response to meet others' needs.
- Ability to align own actions with those of other team members committed to common goals.
- Excellent verbal and written communication skills.
- Ability to manage competing priorities.
- Ability to perform job duties in a professional manner at all times.
- Ability to understand, recall, and communicate, factual information.
- Ability to understand, recall, and apply oral and/or written instructions or other information.
- Ability to organize thoughts and ideas into understandable terminology.
- Ability to apply common sense in performing job.
- Ability to operate independently and prioritize effectively while handling substantial and diverse work volume and serving as a contributor for a growing organization.
- Ability to communicate clearly and effectively with all levels of areas of the organization, i.e., physicians, senior management, and others, enhance cooperation and build consensus for continuous improvement.
- Ability to use independent judgment and to manage and impart confidential information.
- Knowledge of human resource fundamentals and underlying laws, i.e., FLSA, ADA, FMLA, etc.
