Accounts Payable Specialist - Accounting

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Date: Apr 17, 2019

Location: Costa Mesa, CA, US

Company: Hoag Memorial Hospital Presbyterian

Job Description:

Job Summary:


  • Responsible for a high volume of Accounts Payable (A/P) invoices ranging between 30-40 per day.
  • Will also be responsible for preparing month end A/P accruals and reconciling monthly vendor account statements and other special and month-end projects as needed.


Job Specific Essential Functions


  • Process and audit transactions accurately (i.e. all necessary approvals are in place, all supporting documentation is received, all other A/P P & P are adhered to including sales/use tax and 1099 reporting guidelines).
  • Resolve invoice discrepancies by following through on invoice issues with internal/external customers.
  • Process invoices timely to avail discounts offered by vendors and record the discount properly.
  • Audit invoices and check requests for accurate coding and reporting of sales/use tax.
  • Ensure all special payment handling instructions are adhered to (i.e. delivering checks to the requester and/or including documentation with the checks).
  • Maintain vendor records to assist in order to help minimize “undeliverable” 1099’s and returned checks.
  • Keep accurate files and records to ensure that all invoices, checks, and other documentation are readily accessible for other departments/users as needed.
  • Assist with the development and maintenance of P.O. The system including creating new items, updating existing items, removing unused items etc.
  • Work with department managers to understand actual expenses versus budget and P.O. processes.
  • Review and submit month-end accruals for each company to the Accounting Manager.
  • Process weekly check runs, gather all supporting documentation for checks, and file.

Job Behavioral Competencies:



  • Apply excellent communication and teamwork skills to maintain successful working relationships with team members and various groups throughout the organization. Listen effectively.
  • Build appropriate rapport.
  • Use diplomacy and tact.
  • Demonstrate ingenuity, self-reliance, and resourcefulness.
  • Able to take needed action without direct instructions.

Financial Stewardship

  • Manage individual scope of work including assigned tasks and activities in a timely manner and within budget.
  • Identify opportunities for improvement and, when appropriate, develop and implement effective solutions.
  • Use departmental and Organization resources appropriately.
  • Maintain attendance according to policy and procedure.
  • Record time and attendance accurately and timely.

Quality and Service

  • Provide quality service and support to patients and/or client groups.
  • Demonstrate a positive image and perform responsibilities in a professional manner.
  • Ensure that all information and services provided are accurate, meet the client’s needs, and are available in a timely manner.
  • Adheres to all patient care and department standards, policies and procedures, and meet regulatory requirements on a continuing basis.

Hospital/Department Policies

  • Comply with annual health evaluation without a reminder.
  • Attend required meetings.
  • Maintain CPR, certifications (BLS, ACLS, NALS, PALS, E.P., etc.) per hospital policy.
  • Maintain current license, certification, and registration
  • Complete annual “house-wide mandatories” per hospital/department requirements.
  • Complete competencies per department requirements within expected timeframes.
  • Perform job within hospital/patient safety standards (e.g. codes, fire, disaster, etc.)
  • Perform job in a safe manner to avoid injury to self and others, illnesses, and exposure to blood/body fluids, wear personal protective equipment and uses appropriate safety products.
  • Maintain a personal dress standard in keeping with hospital/department policy and wear an approved name badge.
  • Demonstrate knowledge of and practices the hospital and department policies and operating procedures. This knowledge may include the use of specialized instrumentation, Quality Control requirements, and preventative maintenance.
  • Demonstrate knowledge of and practices the standards outlined in Hoag’s Code of conduct as well as additional regulatory or compliance policies applicable to their job responsibilities.
  • Take timely action in response to any matter which raises a suspicion that a violation of law or Hoag Policy has occurred.


Education, Training and Experience Accounts Payable Specialist Required:

  • High school graduate.
  • Minimum 2 years, full cycle A/P experience with emphasis in high volume data entry.
  • Full cycle, A/P experience with the heavy volume of data entry between 30-40 invoices per day.



  • Experience in a hospital environment.
  • Working knowledge of Sage 300 ERP.


Skills or Other Qualifications Required:

  • Familiar with electronic A/P invoice processing.
  • Working knowledge of mainframe Accounts Payables systems required.
  • Good organizational skills and the ability to troubleshoot problem invoices.
  • Ten-key by touch and proficient computer skills including MS Outlook, Excel and Word.
  • Ability to multi-task and prioritize work with heavy phone and email usage.
  • Effective communication skills, both verbal and written.



  • N/A


License and Certifications Required:

  • N/A Preferred: N/A


Reporting Relationship Position Reports to Accounting Manager

Position Supervises: N/A

Nearest Major Market: Orange County
Nearest Secondary Market: Los Angeles

Job Segment: Accounts Payable, Accounting, Law, Mainframe, Patient Care, Finance, Legal, Technology, Healthcare

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