Accounts Receivable and Vendor Masterfile Specialist - Financial Services Department

Department: Financial Services 

Status: Exempt, Full Time 

POSITION SUMMARY 

The Accounts Receivable & Vendor Masterfile Specialist must be a team player who will share and participate in the vision and goals of the Archbishop and the Archdiocese, and shall follow all diocesan and office policies, procedures and regulations.­­ The Accounts Receivable & Vendor Masterfile Specialist is responsible for supporting the financial operations of the archdiocese by ensuring the accurate and timely processing of billing, ACH collections, new vendor setup, vendor file maintenance, and related accounting activities. This role serves as a key liaison between Archdiocesan locations, the third-party billing administrator (Benefit Allocation Systems – BAS), and internal departments to resolve billing inquiries, reconcile accounts, and maintain the integrity of financial data and vendor Masterfile records.

ESSTENIAL FUNCATIONS

Because all Archdiocesan employees represent the Roman Catholic Church, they are expected to conduct themselves according to the goals and mission of the Church in performing their work. 

Accounts Receivable

• Ensure Medical, Monthly Invoice and Priest Pension billing and ACH collections are processed accurately and timely with interface with third-party billing administrator, Benefit Allocation Systems (BAS).
• Provide detailed analysis of payments and billed charges to locations and management as needed.
• Ensure BAS system has valid banking database for ACH transactions, process updates/additions to BAS database.
• Liaise between locations and Archdiocese for adjustments to BAS invoices, including creation of additional ACHs when necessary.
• Maintain and update monthly Excel files with detail of adjustments to BAS invoices for creation of ACH request.
• Convert Excel BAS ACH request to US Bank requirements after validation/changes to original request.
• Collaborate with locations on resolution of prior due balances for outcome beneficial to both location and Archdiocese.
• Contact and resolve any returned items from ACHs including working with locations on repayment plan.
• Maintain Aging report and disseminate to Archdiocese personnel as requested.
• Review and resolve discrepancies between BAS uploads and Navigator (GL Accounting system) accounts.
• Process Navigator journal entries from BAS uploads.
• Create adjusting journal entries for Navigator.
• Reconcile Navigator General Ledger Accounts Receivable accounts with BAS subsidiary ledgers for both ADLA and Mortuary companies.
• First contact for all ADLA locations for billing inquiries, explain the various aspects of the invoices.

Vendor Masterfile / 1099 Reporting

• Create new vendors in Navigator for all companies.
• Ensure accurate documentation for vendor maintenance including contact for proper authorization and complete forms.
• Contact vendor for validation of banking information.
• Maintain database of vendor documentation.
• Prepare annual vendor 1099s.

Other

• Maintain organized workpapers and evidence of work performed to fully support conclusions and decisions.
• Identify opportunities to strengthen internal controls and improve workflow processes.
• Other duties as assigned.