Purchasing & Accounting Coordinator

JOB SUMMARY

The Purchasing and Accounting Coordinator will be responsible for overseeing, coordinating, reporting, and performing purchasing activities accounts payable operations, and vendor relations. This position serves as the primary point of contact for external vendors and internal staff regarding Accounts Payable accounting inquiries, invoice processing, payment timing, and payment discrepancies. You will be responsible for determining funding source, tracking, analyzing trends, negotiating vendor agreements, and ensuring that purchasing and AP activities are in line with clinic policies and procedures and on the appropriate funding source and dimension/coding rules. You will be responsible for overseeing the recording of purchase invoices into the general ledger, managing vendor master files, performing routine month end journal entries, and account reconciliations. This position is also responsible for processing payroll and physician withdrawls and payments.

RESPONSIBILITIES

• Serve as the primary liaison for all vendor relations between accounting and managers and sales representatives, maintaining positive partnerships and handling day-to-day vendor inquiries regarding invoice status, payment schedules, payment terms, and discount details.
• Manage full-cycle Accounts Payable processing, including invoice coding, matching purchase orders to packing slips/invoices, obtaining approvals, and scheduling payments.
• Verify invoice due dates, early payment discount terms, and payment options to maximize clinic savings and maintain favorable credit terms.
• Review vendor statements regularly to resolve outstanding balances, unapplied credits, or billing discrepancies.
• Maintain and update the vendor master file (including W-9 collection and setup) and manage annual 1099 reporting and compliance.
• Manage employee credit card applications, expense reporting, card distribution, and monthly charge reconciliations.
• Responsible for maintaining an adequate inventory system, including establishing par levels per location, the introduction of new products, and weekly oversight of purchase orders.
• Responsible for oversight and maintenance of inventory management system.
• Maintain efficient vendor relationships for clinic supplies.
• Review product pricing for cost-effectiveness and assist in price negotiations and coordinate bids from vendors
• Coordinate all invoicing and payments with the (system)
• Maintain the vendor master
• Compile comprehensive new vendor validation packets, including review ratings, BBB standing, and payment term evaluation, to present to the Finance Director for approval prior to vendor onboarding, while coordinating all process communications with the requesting department manager.
• Collect data, prepare reports, answer correspondence, and compile statistics for administrative and regulatory purposes.
• Manage employee credit card applications and charges
• Prepares and processes payroll and associated information.
• Collates and verifies data and inputs in to the payroll system.
• Updates payroll records and processes routine changes to employee records as needed.
• Performs basic reconciliation and auditing processes during each pay cycle.
• Responds to pay-related inquires from staff.
• Researches and resolved errors or omissions.
• May prepare and submit reports and forms required by the IRS or other regulatory bodies.
• Follows all processing procedures, adheres to policies, and maintains confidentiality.
• Ensures compliance with state and federal payroll rules and regulations for tax and payroll

JOB REQUIREMENTS

EDUCATION: Minimum

• Associate degree in Accounting, Business, Finance or related field. Two (2) years of accounting or accounts payable experience may be considered in lieu of the degree in addition to the experience below

EDUCATION: Preferred

• Bachelor's Degree in Accounting, Business, Finance or related field

WORK EXPERIENCE: Minimum

• Three (3) years of progressively responsible accounting experience

WORK EXPERIENCE: Preferred

• Three (3) years of accounting experience in a healthcare environment

REQUIRED SKILLS, KNOWLEDGE, AND ABILITIES:

• Demonstrates exceptional internal and external customer service by serving as a responsive, helpful liaison for vendor partners, department leads, and staff. Possesses strong active listening, de-escalation, and clear written/verbal communication skills to resolve inquiries promptly while building positive professional relationships.
• Knowledge of Generally Accepted Accounting Principles and governmental regulations as applied to modern health care financial management.
• Knowledge of the principles of statistical analysis as applied to the development and design of financial reporting
• Thorough knowledge of and experience in financial system applications and software
• Analytical and problem-solving abilities with the ability to manipulate and understand complex information
• Effective organizational and time management skills with proven ability to
• meet deadlines

COMPETENCIES:

• Accuracy – Creates a quality product with a high level of accuracy
• Communication –Engages in constructive interactions
• Computer Skills – Proficient ability to use a computer and electronic medical record.
• Confidentiality – Maintain patient, team member, and employer confidentiality.
• Customer Service Oriented – Friendly, enthusiastic, and helpful to others.
• Decision Making – Ability to make critical judgments while under pressure.
• Detail Oriented – Aptitude to pay attention to the specifics of a project or task.
• Flexibility – Capacity to adapt quickly to changing conditions and work responsibilities
• Positivity – Display an optimistic attitude and is a progressive agent for needed change.
• Teamwork – Demonstrates collaboration, values input, and maintains effective working relationships

WORK ENVIRONMENT/PHYSICAL REQUIREMENTS:

• Environmentally controlled medical office environment
• Fast-paced setting with occasional high-pressure or emergent situations
• Must be able to stand, stoop, walk, bend, and kneel for prolonged periods.
• Work closely with others in a team setting.
• Work hours subject to office needs to ensure coverage during all hours of operation
• Frequent interaction with a diverse population, including team members, providers, patients, vendors, and other members of the public

Immunizations are a requirement for employment to help ensure a safe and healthy workplace by reducing the risk of communicable diseases. TCC requires proof of vaccination including MMR, Hepatitis B, Tdap, Varicella, Influenza, and TB Screening.