Department Overview

This position in Accounts Payable (AP) is responsible for accurate and timely review and input of invoices into the financial system Oracle as well as the documents repository system OnBase. The number of invoices processed should be equal or greater than the department standard. This position is also responsible for maintaining accurate records for transactions processed, resolving discrepancies with vendors and departments, assisting users with AP questions and clarifications regarding AP policies, guidelines and procedures. Solid problem-solving skills, ability to balance tasks and priorities are necessary in order to meet deadlines and to provide superior and professional customer service in a high volume fast paced environment. The position also requires effective organizational skills, time management, multi-tasking skills and effective verbal and written communication skills. The AP Accounting Specialist is responsible appropriate handling of OHSU restricted information (Classified, Confidential and Proprietary).

Function/Duties of Position

Invoice Review and Processing

• Match purchase orders to invoices and enter invoices into Oracle and OnBase. Perform high complexity work including:
  • AP invoice charge verification vs. purchase orders,
  • confirmation of purchase approval and verification that goods and services purchased have been received through the 3-way invoice matching procedures,
  • ensuring that proper coding, approvals and required backup documentation are in place,
  • payment authorization and processing.

• Reconcile processed work by verifying entries and validating payee information, amount, payment terms, payment method, accounting / funding information.

• Follow processing priorities guidelines in order to ensure appropriate and timely recording of expenditures in the OHSU financials, as well as minimizing the risk of missing early payment discounts.

• Review items included on invoices to ensure appropriate processing of item lines, freight, shipping and handling.

• Review tax items to ensure appropriate billing and follow-up with vendors in case of tax lines that are not applicable to OHSU (such as sales tax for Oregon shipping addresses).

• Send applicable notifications for invoice holds to departments in a timely manner.

Financial Records Maintenance/Reports, and Financial Opportunities Analysis

• Ensure that proper coding, approvals and required backup documentation are in place for processing of a variety of payables including invoices, vendor payments, non-employee travel reimbursements, payments for study participants.
• Ensure compliance with applicable policies and procedures.

• Work on statement reports, invoice hold report, returned check reports. Verify monthly vendor accounts and balance statements.

• Resolve returned checks in a timely manner.

• Review monthly invoice hold reports and resolve discrepancies.

• Collaborate with Vendor Desk to update vendor records.

• Identify opportunities for increased efficiency, compliance and cost savings.

• Identify opportunities for revenue such as early payment discounts and electronic payment rebates. Analyses payment methods to ensure efficiency and cost-effectiveness

• Review excessive freight charges and notify departments. Work with the departments and vendors to resolve the freight charges.

• Review invoice payment terms and notify the manager in case of discrepancies.

Discrepancy Resolution and Customer Service

• Follow-up with departments and vendors in a timely and professional manner in regard to invoice, requisitions and purchase orders discrepancies.

• Assist departments in resolving invoice holds in a timely manner.

• Demonstrate attention to detail accuracy and efficiency when reviewing discrepancies.

• Partner with the Purchasing Department in resolving complex invoices holds.

• Participate in AP process improvement projects.

• Respond to emails and phone calls in a timely manner and provide high quality customer service to internal and external customers.

Other duties as assigned

Required Qualifications

• Completion of Associate’s degree in accounting/bookkeeping and two years of accounting technician/bookkeeping experience; OR

• Four years of accounting technician/bookkeeping experience; OR

• Equivalent combination of experience and training.

Preferred Qualifications

• Oracle EBS experience.

Additional Details

Monday - Friday, 8:00am - 4:30pm PST. Work from home (remote), high-speed internet connection needed.

 

Benefits

• Healthcare for full-time employees covered 100% and 88% for dependents.
• $50K of term life insurance provided at no cost to the employee.
• Two separate above market pension plans to choose from.
• Vacation - up to 200 hours per year dependent on length of service.
• Sick Leave - up to 96 hours per year.
• 9 paid holidays per year.
• Substantial Tri-Met and C-Tran discounts.
• Employee Assistance Program.
• Childcare service discounts.
• Tuition reimbursement.
• Employee discounts to local and major businesses.

All are welcome

Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or [email protected].