Senior Accounts Payable Clerk - Fiscal Services


To oversee and process accounts payable including data entry, check processing and reporting for the Catholic Medical Center and Affiliates.


Under the general direction of the Assistant Controller and the direct supervision of the Accounting Manager and within established policies and procedures, the incumbent performs the following functions:

1. Receives and sorts incoming receiving and purchase order documentation.

2. Maintains files of open vendor invoices, receivers and purchase orders on an ongoing basis.

3. Matches vendor invoice, purchase order and receiving documents. Performs audit of these documents ensuring proper vendor pricing, quantities received and accuracy on general ledger coding. Addresses discrepancies with purchasing department until all issues are resolved.

4. Audits check requisitions, physician payments, employee reimbursements and patient refunds for proper completion and appropriate authorization, supporting documentation and general ledger coding. Addresses discrepancies with department head until all issues are resolved.

5. Enters approved transactions into accounts payable system in a timely manner assuring proper accounting period, remitting address, payment terms and 1099 status are accurate. Continued awareness of possible duplicate transactions is essential.

6. Maintains a file of open, approved contracts, including physician contracts and leases, and processes them for payment. Notifies the appropriate people when contracts have expired.

7. Maintains vendor Master File. Ensures vendor terms are accurate and updated as needed. Coordinates submission of request for tax information on an ongoing basis.

8. Audits vendor statements in order to reconcile open vendor balances to unpaid invoices. Addresses discrepancies with vendors in a timely manner. Communicates with vendors on a wide range of issues.

9. Prepares manual checks upon proper authorization and keys them into the accounts payable system.

10. Oversees the weekly check run which includes preparing a system backup, selecting payables, creating payment reports, transferring data to check printing software, printing checks and ensuring that checks receive the appropriate signatures.

11. Matches printed checks with appropriate documentation and mails/distributes in accordance with department policy. Attaches internal check copies to appropriate documentation and prepares for filing.

12. Processes weekly general ledger distribution and month-end g/l distribution close which includes running Open Accounts Payable and other reports.

13. Assists in system maintenance and report generation.

14. Assists management and staff with accounts payable and vendor related questions.

15. Coordinates the annual 1099 reporting which includes running the appropriate reports, reviewing vendor payments, ensuring the accuracy of reported payment information, printing the 1099 forms and the filing with the IRS.

16. Ensures confidentiality of employee and hospital data. Maintains good communication, establishes and maintains positive working relationships with employees and department heads.

17. Participates in appropriate role in disasters, fire drills, fires and other emergency situations.

18. Exercises care in the operation and use of equipment and reference materials. Performs routine cleaning and preventative maintenance to ensure continuing functioning of equipment. Maintains work areas in a clean and organized manner.

19. Performs similar or related duties as required or directed.


• High School Diploma


• Three to five years in an accounts payable department preferred.


• Driver's License