AP Vendor Relations Specialist

Job Description

Welcome To

Welcome to Shared Services, our team uses a coordinated approach to delivering administrative and operational services across Lahey. Our Shared Services colleagues leverage resources across the organization to ensure we provide high-quality, high-value care to the communities we proudly serve.  The Shared Services team includes colleagues who focus on business and network development, legal services, facilities and real estate, human resources, information technology, finance, philanthropy and marketing and communications. 

About the Job

Under the supervision of the manager/lead coordinator and following the established guidelines, performs a variety of clerical and analytical tasks related to the accounts payable function.

Activities include, utilization of our ERP system to: process/enter invoices/credits, review and resolve invoice coding and statement issues, monitor and respond to emails received in the general departmental mailbox (apx 500-700/daily), review/obtain approvals and release vouchers on payment hold, interact with Purchasing and Receiving to review and resolve vouchers in match exception (avg 3500 lines), review payment approvals, request additional information from suppliers/colleagues when necessary to enable accurate posting of the documents to our financial systems, entry/updates to vendor records.

Essential Duties & Responsibilities including but not limited to:

• Responsible for the analysis and resolution of the discrepancies that prevent accurate and timely payment of invoices.  Maintain exceptions and on holds to < 90 day aging.

        This includes, but is not limited to:

  • Conduct research to resolve invoice/credit entry exceptions/holds
  • Obtain payment approvals
  • Resolve Accounts Payable related voucher issues within the ERP system.  Ex: Unit of measure, misaligned data feed information
  • Communicate with coworkers, Buyers, Suppliers, Field personnel and all other internal contacts to verify, inform, clarify and request information needed to resolve invoice/credit exceptions and voucher holds.
  • Work with suppliers to obtain proof of delivery and credits as needed.
• Identify trends and provide process improvement feedback to management, end users and other colleagues as needed.  Work to train and develop the capabilities of the system users to reduce avoidable exceptions/holds.
• Monitor, respond and resolve issues that are submitted through the general Accounts Payable email box.   Ensure that all emails received during assigned rotation are complete within 8 business hours from receipt.  Forward items that can be auto fed into the ERP system accordingly.
• Perform vendor set up and maintenance within the ERP system.  Follow all IRS guidelines regarding 1099 vendors.
• Conduct monthly review of the un-invoiced receipt and inventory un-invoiced accrual reports.  Work with Purchasing, Receiving, IT, Accounting and suppliers to obtain necessary information or correct system entries to mitigate the value of the monthly accrual.
• Evaluate voucher entries to identify opportunities for recurring contract payment set up and consolidated billing.  Work with lead, vendor and approver to implement.
• Review and resolve invoice/credit issues where no coding, purchase order number, approver or processing data is apparent.  Perform data entry of the voucher into the ERP system when necessary to expedite processing.
• Contact vendors via phone/email to:
  • Clarify missing information
  • Obtain W8/W9 documentation
  • Obtain ACH information
  • Obtain invoice/credit copies
  • Settle balancing issues (ex. Inaccurate payment posting on the part of the vendor)
• Index documents into the electronic document repository (invoices, contracts, W8/W9).
• Special projects as assigned by management as needed to meet the needs/goals of the department.

Education: High School Diploma or equivalent

Experience: Minimum of 2 years of Accounts Payable processing in a high volume, computerized corporate environment or equivalent experience in Accounts Receivable, Payroll, Expense or other transactional accounting area.

Skills, Knowledge & Abilities: Proficiency in Excel and ERP systems, preferrably with Peoplesoft or a comparible platform, utilizing transactional accounting data.  General knowledge of Accounts Payable practices, such as:

• Attention to detail
• Customer service – strong verbal and written communication skills
• Demonstrate strong interpersonal skills
• Ability to key invoices at a rapid pace with minimal errors (100+ invoices daily)
• Demonstrate comprehension of general accounting principles
• Ability to analyze an issue and take it through to resolution
• Ability to work independently and as part of a team
• Demonstrate flexibility in prioritizing and completing tasks
• Proactively seek guidance, clarification and feedback 

About Us

Beth Israel Lahey Health is comprised of world-class academic medical centers and teaching hospitals, leading community hospitals, a renowned orthopedics hospital, and comprehensive ambulatory centers. Through our focus on population health, our clinically integrated network of affiliated providers, as well as vital services such as behavioral health and home care services, we are able to provide a new model of care that improves the health of all those we serve. With more than 9,000 nurses, 4,300 physicians and more than 35,000 employees, our model ensures care is highly coordinated and locally delivered, with lower costs and exceptional quality.

Beth Israel Lahey Health is committed to attracting, developing and retaining top talent in a market long recognized and revered as a global leader in health. With a team approach to care, we encourage learning and growth at all levels, and we offer competitive salaries and benefits. We adhere to the principles of a just and fair work environment for all colleagues, where respect is foundational. We strive to create a diverse and inclusive workplace that reflects the communities in which we work and serve.