To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values - integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day.
Responsible for Accounts Payable and Payroll responsibilities. The position will provide in-depth knowledge on utilizing existing systems to develop internal and external reporting and analyses as it relates to Accounts Payable, Payroll and various Hospital and Health System compliance processes. This position will also include oversight for the Accounts Payable and Payroll sub systems and related functions and interaction with Purchasing and Materials Management, HR, HRConnect, Accounting and work as principal liaison for the internal and external clients, focusing on the major improvement in client services. The Manager of Financial Transactions is responsible for the direct management of the Accounts Payable and Payroll groups and processes. This includes developing and enhancing the monthly and quarterly financial close process, improving Accounts Payable/Payroll procedures and controls as well as working with all Delivery Networks to develop consistent standardized procedures for the timely payment and filing of all Hospital and Health System financial transaction payments. Focus to enhance the current level of customer service through improved vendor, employees, departmental relations, developing relationships and improved processes with Procurement and Accounts Payable staff development. The position will be responsible for the hiring, training and review of all staffing positions within both departments, including the assignment of job duties and review of work output. Develop and implement meaningful team building initiatives within Accounts Payable and Payroll, focusing on personnel career development for all employees and uniform application of Health System Human Resources guidelines for periodic performance appraisals.
- 1. Accounts Payable:
- 1.1 Overall, financial responsibility for the efficient operation and all related responsibilities in Accounts Payable including vendor and departmental relations.
- 1.2 Liaison with Purchasing and Materials Management departments. Responsible for the personnel management of the Accounts Payable staff and all related administrative personnel responsibilities.
1.3 Responsible for the improvement of client relations both internally and externally and create a sense of empowerment to staff, stressing the importance to the work responsibilities and work output within the Accounts Payable department.
1.4 Manage the daily preparation of all payments to outside vendors for all enterprises in the Yale New Haven Health System and insure adequate financial controls are in place and departmental personnel are following approved policies and procedures.
1.5 Lead Finance involvement in the coordination of the Procurement/ Accounts Payable process. This includes developing A/P staff to analyze and communicate issues, resolve issues between Procurement and A/P, and coordinate multi-department effort in creating best practice over processes , policies and procedure. These efforts include reduction in RNI and INR volume, monitoring of three way match and PO cost messages, initiating timely and accurate periodic vendor statement reconciliations and development of a plan to avoid any and all potential credit holds.
1.6 Manage and direct all work activities of staff working within Accounts Payable . Ensures that work is completed timely and accurately and adheres to established accounting practices.
- 1.7 Responsible for the development of routine reporting packages as they relate to Accounts Payable .Working with System and Hospital members to collect and analyze financial data as well as an effective form of delivery, i.e., use of Lawson, Crystal and other reporting software.
1.8 Identify and resolve A/P process bottlenecks as related to departmental processing of requests for payments.
1.9 Coordinate with purchasing department process changes that will enhance capital asset tracking reporting and timely payment of capital commitments.
1.10 Responsible to manage the disbursement of funds for payment of all vendor billings.
1.11 Responsible for the relationship with outside vendor's representatives to enhance mutual understanding of all informational needs for regulatory compliance or other reporting requirements.
1.12 Initiate the process of bringing the files into Accounts Payable from other modules , i.e., garnishments, patient refunds and any EDI vendors before processing of checks.
1.13 Coordinates and controls voucher input into the Accounts Payable system.
1.14 Manages the process for maintaining and updating the entire Health System accounts payable vendor master file.
1.15 Manages the process of scheduling Accounts Payable edits & check runs for all Health System entities.
1.16 Works closely with procurement team to close Purchasing, Receiving, Accounts Payable and Inventory on a monthly basis.
1.17 Reviews Accounts Payable edits and schedules all weekly and monthly Accounts Payable reports.
1.18 Reconciles Accounts Payable on a monthly basis to the General Ledger.
1.19 Coordinates and maintains filing system for A/P vouchers and monthly reports.
1.20 Maintain integrity of the Accounts Payable database, assist other YNHH Health System entities in either implementing or correcting issues to improve efficiencies and system optimization .
1.21 Work closely with IS, Procurement and Accounting on implementation all software upgrades.
1.22 Meet/correspond with outside vendor representatives and Purchasing personnel to reconcile and resolve discrepancies.
1.23 Interact with Director of Purchasing and Materials Management to ensure that policies and procedures affecting vendor payments are adhered to. Make suggestions for revisions and improvements to policies and procedures.
1.24 Interact with personnel from hospital departments to insure departmental expenses are recorded correctly and take corrective action if needed.
1.25 Participate in the selection, training and motivation of employees; make recommendations as to hiring, terminations, disciplinary actions, changes in status and performance reviews. Provide orientation to new employees and familiarizes them with policies and procedures.
1.26 Assist staff with unusual problems and establishes work priorities as needed.
1.27 Maintain and, where applicable, improve Accounts Payable productivity goals throughout the Health System.
- 1.28 Promote the Health System's philosophy of improved customer relations.
1.29 Perform other duties as necessary to provide the Director of Finance with the support needed to meet the demands of the department.
- 2. Payroll:
- 2.1 Manage incidental payroll functions such as activating active garnishments, reviewing accuracy, monitor start/stop dates of garnishments and employment verifications etc.
2.2 Conduct quarterly routine review of all garnishments for compliance purposes.
2.3 Develop management reports using payroll data for strategic decision making purposes. This includes overtime reports, unapproved time card reports and any other payroll trend reporting requirements.
2.4 Assess, recommend and manage the various payroll systems for efficiency and suggest changes/upgrades when required.
2.5 Manage the process for preparing reports of compiling summaries of earnings, taxes, deductions and other nontaxable wages.
2.6 Manage and direct all work activities of staff working within Payroll . Ensures that work is completed timely and accurately and adheres to established accounting practices.
2.7 Actively manage all payroll staff. Develop opportunities for growth and set clear direction for staff to follow.
2.8 Identify and resolve payroll process bottlenecks as related to departmental processing of requests for payments.
2.9 Determining payroll liabilities by approving the calculations of employee Federal, State and FICA taxes.
2.10 Review and sign off on balancing of payroll accounts and reconcile any discrepancies.
2.11 Maintain payroll guidelines by writing and updating policies and procedures for staff to follow.
2.12 Ensures compliance with applicable laws and payroll tax obligations
2.13 Liaise with HR department regarding new hires, promotions, terminations and other relevant HR matters that compliments the accuracy of payroll processing.
Bachelor's degree in Accounting or Finance is required. Advanced degree preferred.
The position requires eight (8) years of demonstrated experience, understanding of financial operational procedures and processes, including financial statement preparation, accounts payable, payroll and internal controls. Three to five (3-5) years of management experience required.
Minimum five years experience with general accounting, financial reporting and accounts payable. This position will coordinate activities and resources required in meeting tasks and objectives between multiple entities who have significant autonomous decision-making authority and the ability to effectively coordinate these resources is necessary to achieve deliverables. Effective written, listening, and oral communication skills are required. Must have strong interpersonal, problem solving, and time management skills. Demonstrates integrity and ethics in dealings with others (e.g. employs honesty, trust and absence of hidden agendas; fulfills obligations /commitments, maintains presence and professionalism). Values and treats others with respect, fairness and courtesy; values the ideas of others and capitalizes upon individual differences to create a work environment that better represents the goals, standards, and objectives of the department and the organization.A strong working knowledge of financial reporting is required. Demonstrated ability to coordinate and facilitate operational change in a complex environment with diverse agendas is required.