The Procurement to Pay Expediter Role is a system level position responsible for the resolution of all invoice to payment discrepancies including, but not limited to: open receipts and invoices related to the procurement of supplies, equipment and services for assigned CHRISTUS Health ministry organizations and affiliates, and managing all credit or threat of credit hold alerts from internal or external sources. The P2P Expediter investigates, analyzes, resolves or coordinates resolution of issues. This position acts as a liaison between CHRISTUS Health Shared Service Procure-to-Pay Agents, Accounts Payable Agents, Corporate Procurement, and Ministry Organization's receiving staff and Vendor Representatives. It includes responding to all customers, seeking direction and guidance on Shared Procurement and AP processes and procedures as well as identifies repetitive problems and works with P2P leadership on corresponding process improvements. Incumbent will routinely be handling confidential records; involved in discussions surrounding confidential matters relative to supplier relationships and expected to maintain confidentiality within the Procure-to-Pay department.
Acts as a liaison between CHRISTUS Health Shared Service Procure-to-Pay Agents, Accounts Payable Agents, Corporate Procurement, and Ministry Organization's receiving staff and Vendor. Dedicated Support for AP and Procurement.
Prepares and processes all required documentation pertaining to the resolution of invoice, receiving and payment of goods and services using various computer-based systems.
Serves as a resource in acquiring information/documentation to expedite match audit resolution and subsequent payment. Validating invoice matched to correct purchase order line. Confirming over ship is valid. Coordinates appropriate course of action to AP, SCM, Receiving and the vendors performing corrections to pertinent documents to expedite payments. Identify vendor issues quickly (Reps not following processes.)
Intake of all credit hold or threat of credit hold alerts, performing required research, advising AP, Procurement, Receiving as to necessary action(s) needed for invoice resolution. Ensures orders are released by providing payment details to Vendor.
Reviews, researches and makes changes to Invoice Error and Buyer's Message Queue.
Responsible for obtaining all Packing Slips and Proof of Deliveries required to clear Quantity related issues, working with receiving personnel at the various ministry organizations to resolve shipping discrepancies and requests receipt adjustments when necessary.
Confirms contractual pricing and notifies Contract Analysts of pricing discrepancies as outlined per guidelines.
Modifies purchase orders as necessary based on research, direction of management in prescribed methods and ensures all information is documented in the ERP system to include root cause codes.
Documents and submits reports regarding recurring problems with department staff in supporting match audit process and in reconciling discrepancies to staff member's immediate Supervisor and/or Manager.
Identifies repetitive problems and works with Quality Assurance Manager on corresponding process improvements.
Notifies the Master Data Management Team of database changes necessitated by product specification changes, vendor mergers and acquisitions, location changes, member organization account changes as identified through normal course of business.
Understands and maintains established departmental goals, objectives, policies and procedures such as processing invoice discrepancies within established timelines, meeting customer service standards and following standard operating procedures pertaining to working hours, planned and unplanned absences and phone usage.
Identify training needs of local ministry organization's needs (Receivers, Requestors, Approvers, AP Associates, Technology)
Escalates issues appropriately driving towards resolution.
Adheres to company policies and procedures, including ensuring compliance with levels of authority designations.
Serves as back up for fellow employees in the same role.
Responsible for performing these duties within established departmental service level goals while exhibiting CHRISTUS Health Core values to fulfill the ministry's mission.
High School Diploma or an equivalent combination of education and/or related work experience. Two years college strongly preferred.
Five (5) years' experience in healthcare procurement/purchasing or accounts payable
Must be able to utilize Excel equivalent to an intermediate user level to create spreadsheets, analyze data and create recommendations based on data results
Excellent verbal and written communication skills
Strong problem-solving skills with ability to research problems and present findings
Meticulous in attention to detail and skillful in data entry
Must have proven prioritization and coordination skills, strong organizational skills as well as high level of initiative
Must have demonstrated knowledge of appropriate applications: Excel, MS Office and use of the web applications
Knowledge of INFOR/Lawson or an ERP application is preferred
Demonstrated ability to identify, investigate, analyze and resolve complex issues
Must be able to manage multiple work assignments under stress
Ability to manage multiple priorities within a fast-paced environment (multi-tasking is a must)
Experience with Integrated Procure-to-Pay systems preferred
Must have ability to work effectively in a large, multi-level, geographically dispersed organization
Prefer experience in multi-entity shared service environment
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.