Thursday, October 31, 2013

Accounts Payable Supervisor


The Purpose of the Tenet Practice Resources (TPR) Accounts Payable Supervisor is to:

Supervise Check Audit, Check Distribution and Unclaimed Property & Escheat Filing

Supervise Corporate Vendor Maintenance, Stark II and W9 Records

Process and Schedule Invoices for payments

Interview candidates and assist making hiring recommendations.

Orient new subordinates regarding Company or department policies/procedures and what is expected of them in the way of performance results and standards. Review their position responsibilities with them.

Establish performance standards for the quality of work subordinates are expected to achieve.

Delegate, control and review work assignments of direct reports.

Train, develop, motivate and counsel direct reports to improve their present performance and to prepare them for higher-level positions.

Communicate to all individuals and/or departments involved any developments or information necessary for them to fulfill their responsibilities.

Communicate and administer human resources programs and procedures in accordance with established policies.

Periodically review the position descriptions of subordinates for accuracy. Document and resubmit for evaluation if warranted.

Periodically review the human resource needs of the organizational unit and recommend increases and decreases in staff.

Evaluate the performance of direct reports. Discuss present and past performance, establish new objectives, accountabilities and develop plans. Counsel employees; recommend corrective action as warranted. Keep the next level supervisor informed of discussion results.

Review salaries of direct reports and determine increases, promotions, transfers and demotions as warranted.

Major Responsibilities of Positions Supervised by this position:

Assist Director in interviewing and hiring of staff.

Conduct and direct training of staff.

Provide guidance and counseling to staff.

Perform annual employees evaluation.

Conduct and direct appreciation and motivational team building meetings.

Review work procedures and prepare work schedules.

Update and maintain department Policies and Procedures.

Ensure compliance with Federal and State regulations.

Determine what is considered taxable income for 1099 reporting purposes.

Ensure vendor tax identification numbers are obtain on IRS Form W-9 and are entered in payable system.

Compute and process backup withholding tax on vendors that tax identification numbers are not given.

Remit backup withholding tax to the Federal Agency and file Form 945 to the IRS.

Direct yearend processes of issuing Form 1099s.

Direct the issuance of corrected 1099s and report to IRS on Form 1096.

Direct the handling of IRS Levies and Release Notices.

Provide written 1099 instructions to staff on yearend processes and provide continual support.

Review of the AAPP46 and AAPP59 reports monthly to ensure vendors are properly setup in system with tax identification numbers

Review Sales and Use Tax Report to ensure staff is appropriately breaking out sales tax.

Direct the centralized check distribution for all IMMS Tenet facilities. Approximately 40K checks issued monthly.

Direct the auditing process of payment documents against check to ensure correct vendors and dollars are paid.

Manage the AP bank reconciliation research, which consist of four Bank of New York accounts and five Bank of America accounts.

Handle the escheat research for all payables processed by THQ and sold/closed facilities.

Oversee the escheat recording in IMMS for all facilities and maintaining the records.

Authorize the issuance of requests for manual checks.

Oversee the ordering and maintenance of facilitys blank manual check stock.

Ensure requests for copies of cancelled checks from Bank of New York for three bank accounts.

Ensure stop payments of checks are processed through Bank of New York.

Ensure the issuance of voids and check cancellations are processed through IMMS for all IMMS Tenet facilities.

Ensure the special handling of checks (i.e. FedEx, DHL, return to facility etc)

Oversee handling of checks returned as undeliverable by US Post Office to ensure appropriate action is taken.

Process invoices for Legal, Malpractice, Facility Recurring Payments, are processed timely and in accordance to policy.

Review the Days Outstanding Report

Review the terms override report.

Obtain and maintain Approval Signatures and dollar limits are on file according to Tenet Policy.

Ensure Tenets Administrative Policies are being followed related to reimbursable and non-reimbursable items.

Ensure AP Processors are maintaining spreadsheets (logs) on all utility vendors to avoid disruption of service.

Provide support to TPR facilities on issues related to processing of payables.

Oversee the setup of new vendors In AP system for all IMMS Tenet TPR facilities.

Oversee the changes to existing vendor data in system for all IMMS Tenet TPR facilities.

Ensure IRS Form W-9s are obtained prior to vendor setup in AP system.

Ensure vendor payment terms are setup according to Tenet policy.

Review of the New Vendor Addition report to ensure vendors have been setup according to policy.

Conduct AP Facility Conversion Training on Policy and Procedures pertaining to processing of payables, 1099 process, vendor maintenance, AP check audit, check distribution, voiding/stop payments on checks and escheat process.

Perform Purchase Journal Corrections.

Review and ensure appropriate signature approval on documents over 25K.

Approve system overrides of payment terms, addresses and separate checks.

Provide facility support on policies and procedures.

Review of the facilitys Days Outstanding Report.

Reviews of the Terms Override Report to ensure payment policies are adhered to.

Various special projects as assigned by Management.


Required Knowledge and Experience:

Accounting Degree or equivalent work experience required.

5 years Accounts Payable experience required.

5 years Supervisory experiences required.

Computer knowledge of various software (Microsoft Word, Excel, PowerPoint, Internet software, Web Page Design, etc.).


10-key by touch

Data entry

General Ledger

Ability to interact and respond professionally to complaints and inquiries from coworkers, management and customers.

Effective time management, organizational and communication skills, both written and oral.

Ability to analyze problems, to compile data, to determine facts and reach a logical conclusion.

Ability to interpret IRS regulations.

Ability to comprehend and enforce policies and procedures.

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