What you'll do
Provide customer service through a central phone line and email box for both internal and external customers that require assistance with Accounts Payable (AP) functions. These inquiries may include vendor/employee payment inquiries, overdue accounts, stale-dated cheques, inquiries from Health Authority Customers
Be the first point of contact with a goal of resolving customer inquiries at first contact in a professional manner.
Record and assign complex inquiries to the various AP and/or Supply Chain areas within PHSA and provides timely resolutions/solutions for less complex inquiries.
Inquire are entered into a database for tracking and monitoring along with maintaining accurate records for tracking, reporting, and auditing purposes.
Orient various health authorities and stakeholders on how to navigate through the AP module, and related systems.
Perform duties such as responding either verbally or by email to questions or problems from vendors, staff, HA customers, and other stakeholders; takes appropriate action to resolve issues and initiates follow-up in a timely fashion.
Monitor the generic AP mailbox and phone line to ensure the timely triage of requests to the appropriate AP Team or staff such as Vendor Team, Expense Team, or Processing Staff.
Escalate complex customer inquiries to the appropriate AP and/or Supply Chain sta?/management and maintain customer contact until request is resolved and the customer has been provided status, progress and resolution.
Investigate various requests and invoice deficiencies and takes corrective action where possible or triage problems to appropriate staff for resolution.
Monitor and records support calls using relevant business applications. Collects, compiles and summarizes information on requests and prepares regular reports.
Review requests and takes corrective action to ensure that payments are processed in a timely manner and discounts are captured where possible. This includes routing requests for validation/update of receipts, updates for missing information such as full expense coding/supporting documentation, and appropriate approval.
Provide information to vendors, staff, HA customers, and external customers regarding various policies and relevant regulations/documents which impact AP, such as but not limited to AP payment deadlines, Direct Deposit support requirements, HA Travel & Business Policy, Non-resident Tax withholding requirements.
Assist in the processing and/or batch review of invoices and expense claims as required.
Provide support as required to AP Clerk V for electronic uploads and Vendor Team for payments processing.
Ensure that relevant organizational and/or HA policies and procedures are followed and provides necessary support to ensure future compliance.
Review, design, and/or revise a variety of forms that are related to the AP functions such as cheque request, staff reimbursement request, direct deposit, and Vendor Add/Update forms.
Liaise with other internal business streams to assist with vendor, HA customer or staff issues and identify educational opportunities for the customer, such as training documentation or online learning for Expense Module processing.
Identify delayed receiving issues at HA’s sites, work with Customer Service to ensure receiving meets required deadlines at the various HA sites.
Review match exceptions related to service PO-invoices or pricing issues and route for approval/pricing update per established guidelines.
Assist with audit requests such as organizing resource requirements, compiling necessary data requests and electronically filing and submitting requests to meet various internal/external audit deadlines.
Provide analytical and administrative support to Accounts Payable management team as required, such as period end and year end reconciliations or assisting with internal/external audit requests, FOI requests or requests from HA customers or other business streams.
Attend and participates in departmental meetings to provide input into items such as changes to policies, procedures and processed.
What you bring
Grade 12, and three years’ recent, related experience or an equivalent combination of education, training and experience.
Ability to communicate effectively both verbally and in writing
Ability to deal with others effectively
Physical ability to carry out the duties of the position
Ability to organize work
Ability to operate related equipment
Physical ability to carry out the duties of the position.
What’s in it for you
Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That’s why we’re focused on your care too – offering health, wellness, development programs to support you – at work and at home.
Join one of BC’s largest employers with province-wide programs, services and operations – offering vast opportunities for growth and development.
Access to more than 2,000 in-house training programs.
Enjoy a comprehensive benefits package, including municipal pension plan.
12 annual statutory holidays with generous vacation entitlement and accruement.
Perks include onsite fitness classes and discounts to 350 BC-wide recreational programs, travel, technology, car and bike sharing, and more.
What we do
Provincial Health Services Authority (PHSA) plans, coordinates and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people – Be compassionate – Dare to innovate – Cultivate partnerships – Serve with purpose. Learn more about PHSA and our programs: jobs.phsa.ca/programs-and-services
PHSA is committed to employment equity and hires on the basis of merit, encouraging all qualified individuals to apply. We recognize that our ability to provide the best care for our diverse patient populations relies on a rich diversity of skills, knowledge, backgrounds and experiences, and value a safe, inclusive and welcoming environment.