AP Processing Clerk

Department/Unit:
Accounts Payable

Work Shift:

Day (United States of America)

Salary Range: $38,937.60 - $50,618.88

Under the direction of the Accounts Payable Manager, the Accounts Payable Processing Specialist is part of the processing team responsible for the entry of accounts payable‑related transactions of an assigned portfolio to support the operations of all campuses of the Albany Med Heath System (AMHS). This includes review and entry of invoices, credits, reimbursements, as well as statement review and resolution.

This position is accountable for ensuring the processing of a variety of payable‑related transactions in an accurate and timely manner, while ensuring compliance with all applicable policies and regulations.

Ensure all invoices, reimbursements, refunds, credits, and related items are received and processed in an accurate and timely manner in the Enterprise Resource Planning (ERP) software. This includes those paid directly as well as those matched to purchase orders. Issues that require additional intervention should be identified and addressed timely. Ensure compliance with and enforcement of all applicable policies, procedures, and regulations.

This includes ensuring all invoices and expense reimbursements include appropriate and required documentation and approval(s). Review unapproved invoices and invoice exceptions for potential errors or resolutions, and work collaboratively with other stakeholders to ensure timely resolution. Establish constructive working relationships with suppliers to identify, research, and resolve invoicing discrepancies or issues. Identify and utilize methods to proactively identify or prevent issues, including review of purchase orders in received status, as well as statement research and reconciliation with primary suppliers on a regular basis.

Ensure compliance with supplier file processes and standards to ensure invoices and payments are processed and issued to the correct supplier, location, and payment method. Respond to inquiries and requests for assistance in a timely and professional manner. Assist, educate, and support departments, colleagues, and suppliers with requests concerning invoice or reimbursement processing, policies, or payment status. Ensure records are maintained and accessible to support and comply with financial processes and regulations.

Work collaboratively with all other AMHS departments to support the AMHS and Supply Chain missions and ensure outstanding customer services in a collaborative and efficient manner. This includes but is not limited to Supply Chain departments of Sourcing & Contracting, Data Integrity, Accounts Payable, and Receiving and Distribution, but also Finance and Treasury. Other duties as assigned. It is expected that this position be available and willing to provide assistance or coverage for colleagues to meet the operational needs of the organization.

Additionally, staff may be asked to assist in other duties or projects not specifically outlined in this job description. It is expected that staff willingly assist to the best of their abilities and within the expectations of their position. AMHS also reserves the right to reevaluate and reassign duties based on the changing demands of the office, either temporary or permanently.

Thank you for your interest in Albany Medical Center!

Albany Medical is an equal opportunity employer.

This role may require access to information considered sensitive to Albany Medical Center, its patients, affiliates, and partners, including but not limited to HIPAA Protected Health Information and other information regulated by Federal and New York State statutes. Workforce members are expected to ensure that:
Access to information is based on a "need to know" and is the minimum necessary to properly perform assigned duties. Use or disclosure shall not exceed the minimum amount of information needed to accomplish an intended purpose. Reasonable efforts, consistent with Albany Med Center policies and standards, shall be made to ensure that information is adequately protected from unauthorized access and modification.