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This position processes and maintains all aspects of the accounts payable vendor master database that is free of redundant and inaccurate vendor information, streamlining the vendor record management process and the administration of the 1099 reporting process for the entire Christus Health organization.
The AP Lead for Vendor Maintenance ensures timely administration of vendor creation, modification and maintenance of the vendor master data files. Requests are handled with a sense of urgency with full validation, compliance and accuracy. Must have the ability to multi-task. Requires frequent interactions with both vendors and CHRISTUS Health Associates.
Maintain timely and accurate creation and updates to vendor master file records
Verify all W-9 data is accurate and in compliance with Christus Health standards (ie: IRS TIN matching, OSHA, etc)
Ensures compliance checks are performed and accurate (ie: OIG, OFAC, etc)
Communicate both verbally and in writing to vendors when necessary to ensure that additions and changes to the vendor master file are accurate and complete
Prioritize work to enable the team to meet their daily targets
Monitoring of VM mailbox and/or email on a regular basis and provide correct and timely responses as per agreed turnaround times; AP Help Desk Support
Meet SLA deadlines for the entry of requests
Document processes and procedures related to vendor maintenance and 1099 reporting
Lead contact for 1099 annual reporting within IRS regulations and timelines
Key Leader and contact for Vendor Escheatment process
Proper database clean-up and deactivation of vendors as guided by policy
Assist in information gathering for audit and measurement reporting purposes, etc
Lead vendor maintenance projects, including mass uploads due to acquisitions and communications to vendors to ensure smooth transition to company invoicing systems
Cross-train with other AP VM team members. Ensure ability to fill in as needed or required
Complete special projects as needed. Ensure all projects are completed by specified deadlines
Five years accounts payable experience or Associate Degree plus three years AP experience
ERP systems for Accounts Payable and AP document workflow experience required
Ability to maintain confidentiality of information
Thorough experience and knowledge of the annual 1099 process
Strong Excel, Microsoft Word, and Power Point skills
Must be well organized and manage time effectively
CHRISTUS HEALTH is an international Catholic, faith-based, not-for-profit health system comprised of almost more than 600 services and facilities, including more than 60 hospitals and long-term care facilities, 350 clinics and outpatient centers, and dozens of other health ministries and ventures. CHRISTUS operates in 6 U.S. states, Colombia, Chile and 6 states in Mexico. To support our health care ministry, CHRISTUS Health employs approximately 45,000 Associates and has more than 15,000 physicians on medical staffs who provide care and support for patients. CHRISTUS Health is listed among the top ten largest Catholic health systems in the United States.