Accounts Payable Analyst

About City of Hope

City of Hope is an independent biomedical research and treatment organization for cancer, diabetes and other life-threatening diseases.

Founded in 1913, City of Hope is a leader in bone marrow transplantation and immunotherapy such as CAR T cell therapy. City of Hope’s translational research and personalized treatment protocols advance care throughout the world. Human synthetic insulin, monoclonal antibodies and numerous breakthrough cancer drugs are based on technology developed at the institution.  AccessHope™, a subsidiary launched in 2019 serves employers and their health care partners by providing access to City of Hope’s specialized cancer expertise.

A National Cancer Institute-designated comprehensive cancer center and a founding member of the National Comprehensive Cancer Network, City of Hope is ranked among the nation’s “Best Hospitals” in cancer by U.S. News & World Report and received Magnet Recognition from the American Nurses Credentialing Center. Its main campus is located near Los Angeles, with additional locations throughout Southern California and in Arizona.

City of Hope’s commitment to Diversity, Equity and Inclusion

We believe diversity, equity and inclusion is key in serving our mission to provide compassionate patient care, drive innovative discovery, and advance vital education focused on eliminating cancer and diabetes in all of our communities.  Our commitment to Diversity, Equity and Inclusion ensures we bring the full range of skills, perspectives, cultural backgrounds and experiences to our work — and that our teams align with the people we serve in order to build trust and understanding.  We are dedicated to fostering a community that embraces diversity – in ideas, backgrounds and perspectives; this is reflected in our work and represented in our people.

Position Summary

This position supports the accounts payable operations (processing approximately $1B in invoices annually) for City of Hope and subsidiaries, including 13 community practices. This includes procure to pay business process improvements, performing month and year end close and ERP reconciliation, creating insightful AP metrics reporting, ensuring compliance and control through driving policy compliance and working with internal audit, as well as developing and providing necessary training to end users. This role will help the AP Manager to co-lead operations and optimization projects for overall Accounts Payable.  This position will require an accounting background as it will be responsible for the review and analysis of spend across the organization as well as help control and monitor the financial impact of organizational costs.

This position plays a key support role by providing accurate and timely financial information and analytics, identifying opportunities to streamline processes, and partnering to improve business performance. This role position will design and monitor department metrics and Service Level Agreements (SLAs) with our key customers across the enterprise. The key services this position will provide includes handling enterprise departments accounts payable inquiries and research accounts payable issues, assisting with system upgrades, replacements, and troubleshooting, as well as recommending key policies and procedures for daily activities, demonstrating a solid understanding of GAAP, SOX and regulatory guidelines. Assist with preparation for audits and special projects as assigned such as enterprise training or system implementations.

Additionally, this role will be expected to make recommendations to their line manager on creating efficiencies, including implementing standardizations and streamlining processes where applicable. Utilizing efficiencies within ERP to further improve processes will be key areas of focus in improving day to day operations.  This AP analyst will play a crucial key user role in large Procure to Pay optimization projects. This role will provide insights on current process flow, provide recommendations on future state. This position will participate through all stages of project implementation including design, testing, go live and post go live training.

The AP analyst must demonstrate key AP knowledge and understanding of relevant business processes at various levels across the organization.  This position also requires excellent communication skills, presentation and facilitation skills, as well as superior customer service. Must also be able to present the analytical findings and metrics to identify inefficiencies and propose recommendations. Lastly, this position must demonstrate independent thinking and requires minimal supervision.

Key Responsibilities include:

• Develop and publish AP analysis to identify issues such as incorrect unit price, variance discrepancies, goods not received, duplicate invoices to enable AP and Purchasing collectively resolving them on a timely basis.
• Publish monthly internal AP staff efficiency metrics (internal) as well as AP performance scorecards (external SLAs) for the organization.
• Through insightful AP and Staff metrics, need to identify opportunities on effectiveness and efficiencies of AP processes and Staff performance.
• Present efficiency recommendations to manager as in pertains to recurring month-end processes (i.e. recommend standardizations where applicable to month-end checklist of key close processes).
• Performs the analysis and interpretation of data, which will include partnering with various departments to deliver reporting needed.
• Attends meetings including the tactical and strategic Procure to Pay meetings. Participates on committees as required.  Communicates relevant issues to the team leaders and colleagues. 
• Co-lead with AP manager on presentations/inputs for Procure to Pay team (AP, purchasing, and receiving) to identify opportunities to optimize business and IT processes.
• Train new and existing users on business expense and AP module to ensure business expense reimbursement and invoice requests are processed accurately and most efficient means.
• Prepare reports for AP reconciliation and general ledger accounts. Submit it to AP manager for approval on a monthly basis.
• Prepare month end accruals such as Pcard accrual and receipt accrual to ensure we close on time to meet the COH financial close timeline
• Assist with the development and improvement of current Accounts Payable policies and procedures including maintain and revising business policies.
• Analyze AP processes by collaborating with General Accounting, PeopleSoft FIN system business analyst team, Receiving and Purchasing teams. Thus recommending process improvements as well as internal controls.
• Assist with processing and audits requests for expense reimbursements, payment of invoices, disbursement of checks. 
• Play a vital role with AP manager in assisting interim and year end external audit.
• Act as the key user for all Procure to Pay related initiatives through the entire cycle of scoping, analysis, testing, and implementation.
• Act as the AP lead in working with ERP Fin System Business Analyst in providing service desk support related to AP area
• Maintain 1099 information and collect W-9 information from vendors. Responsible for year-end 1099-MISC filing. Conduct TIN match in IRS database.
• Performs other related duties as assigned or requested.
• Requires minimal supervisor to manage daily activities and is able to meet deadlines.

Basic education, experience and skills required for consideration:

• Bachelor Degree
• Minimum of six years of current experience with AP department can substitute for minimum education requirements
• 2-5 years in Accounts Payable or Accounting Operation Experience

Required Courses/Training:

• Accounting and Data Processing courses

Preferred education experience and skills:

• Calculate statistical data
• Data analysis
• Delegate tasks Will they be delegating?
• Data Entry
• Instruct/train others
• Prepare reports

Additional Information:

• As a condition of employment, City of Hope requires staff to comply with all state and federal vaccination mandates.

City of Hope is committed to creating a diverse environment and is proud to be an equal opportunity employer.  All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, or status as a qualified individual with disability.

 

• Posting Date: Oct 24, 2022
• Job Field: Business Services
• Employee Status: Regular
• Shift: Day Job