Accounts Payable Supplier Masterfile Analyst

Job Type: Regular

Time Type: Full time

Work Shift: Day (United States of America)

FLSA Status: Exempt

When you join the growing BILH team, you're not just taking a job, you're making a difference in people's lives.

Under the supervision of the Manager/Supervisor and following the established guidelines, performs administrative functions regarding the updates and controls of the Supplier master file. The responsibilities of this function require extreme attention to detail and strict adherence to specific internal and IRS regulated policies to mitigate fraud at all costs. The main functions include:

Review of request and supporting documentation for supplier adds and updates

Determine W-9/W-8 status based on Supplier Classification and country of origin

Vet data against government sanctioning database

Add new supplier information to the ERP system

Modify existing supplier information within the ERP system as required

Consolidate supplier information to ensure that only necessary records are active, ie: eliminate duplication

Solicit and obtain supplier confirmations for any changes to mitigate any fraudulent attempts to modify data

Solicit and obtain ACH/EFT information from suppliers to automate payment processes

Interact with our 3rd party payment processing supplier to ensure that records are set up accordingly to ensure the timely flow of payments to the correct accounts and addresses.

Job Description:

Essential Duties & Responsibilities including but not limited to:

1. Conduct all activities necessary to properly review and vet supplier Masterfile updates and adds. To ensure timely entry, within 1 business day of receipt of the request. This will include, but not be limited to:

2. Vet and maintain all supporting documentation for accuracy and completeness.

3. Ensure that the supplier is NOT on the OIG sanction listing.

4. Work with requestor and supplier to ensure that all info is accurate and confirm any changes to mitigate fraud

5. Enter all information into the supplier database for approvals

6. Upload supporting documentation to the ERP of record within the supplier account

7. Ensure that approvals are obtained within1 business day of sending initial change/add requests

8. Follow up with approvers if delays exist

9. Communicate approved supplier numbers with the requestors

10. Update supplier connections within the ERP after the initial adds/changes are approved

11. Deactivation of redundant/duplicative information within the file

12. Inform management of any discrepancies

13. Conduct daily review of the Supplier Changes Awaiting Approval and the SCM Supplier Changes in Progress reports to ensure that all supplier record changes are completed in a timely manner.

14. Conduct semi-annual review of the supplier file to identify and resolve situations where tax identification numbers have been duplicated. Determine the validity of such items and propose consolidations as needed.

15. Proactively resolve supplier issues through partnership with the SCM, IT and Finance group at large.

16. Work with the BILH tax department to identify the tax reporting status and supplier file set up for international suppliers. This will identify withholding and 1042-s filing considerations.

17. Handle all W-9 and banking information in strict confidence. Ensure that only authorized personnel have access to this information.

18. Participate in ad hoc and standing meetings with various internal and external participants (to include Supply Chain Management, Contracting, Finance, Corporate Compliance, CQVA) to ensure that the Supplier Master File records are maintained accordingly to meet BILH guidelines and IRS requirements. In addition to address any privacy and/or sanctioning issues that may arise.

19. Contact internal/external customers/suppliers via phone/email to:

20. Clarify missing information

21. Discuss findings and resolution

22. Obtain W8/W9 documentation

23. Obtain ACH information

24. Review potential contract conflicts

25. Monitor and respond to supplier updates and inquiries initiated through mailed documents, business email to the analyst's account and in the APDIRECTDEPOSIT email box

26. Special projects as assigned by management as needed to meet the needs/goals of the department.

Organizational Requirements:

Maintain strict adherence to the BILH Confidentiality policy.

Incorporate BILH Standards of Behavior and Guiding Principles into daily activities.

Comply with all BILH Policies.

Comply with behavioral expectations of the department and BILH.

Maintain courteous and effective interactions with colleagues and patients.

Demonstrate an understanding of the job description, performance expectations, and competency assessment.

Demonstrate a commitment toward meeting and exceeding the needs of our customers and consistently adheres to Customer Service standards.

Participate in departmental and/or interdepartmental quality improvement activities.

Participate in and successfully completes Mandatory Education.

Perform all other duties as needed or directed to meet the needs of the department.

Minimum Qualifications:

Education: Associate Degree or equivalent

Licensure, Certification & Registration:

None required

Experience: Minimum of 4 years of Accounts Payable, Internal Audit or Supply Chain processing in a high volume, computerized corporate environment or equivalent experience in Accounts Receivable or other transactional accounting department which would have access to and responsibility for supplier set up and maintenance functions.

Skills, Knowledge & Abilities: Proficiency in Excel and ERP systems, preferrably with Peoplesoft/Workday or a comparible platform, utilizing transactional accounting data.

General knowledge of Accounts Payable practices, such as:

• attention to detail

• customer service - strong verbal and written communication skills

• strong interpersonal skills

• knowledge of various IRS requirements relative to: 1099, 1042, W9, W8 BEN

• ability to analyze an issue and take it through to resolution

• ability to work independently and as part of a team

• demonstrate flexibility in prioritizing and completing tasks

• proactively seek guidance, clarification and feedback.

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment. Learn more (~~~) about this requirement.

More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.

Equal Opportunity Employer/Veterans/Disabled