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Beth Israel Lahey Health AP Document Control Specialist in Charlestown, Massachusetts

Job Type: Regular

Time Type: Full time

Work Shift: Day (United States of America)

FLSA Status: Non-Exempt

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

Job Type:


Scheduled Hours:


Work Shift:

Day (United States of America)

Under the supervision of the manager and area lead, following established guidelines, performs a variety of clerical tasks related to the Account Payable functionality. Activities include opening and distribution of all incoming mail through both internal/external and electronic sources to the Accounts Payable staff, batching, scanning and data entry of AP documents into the electronic file system, supply ordering, records retention and retrieval.

Job Description:

  • Receive, sort, open and distribute all incoming mail received through both internal/external and electronic sources (general email and ACCPAYABLE email box) to the Accounts Payable staff. Documents may include, but are not limited to: invoices, contracts, W-9’s, checks, credit memo’s, statements, IRS notices notice of levy, bankruptcy documentation, etc.

  • Batch, scan and index all vendor invoices/credits, W-9/W-8’s and contracts into our electronic data storage system (ECMS Documentum records management software).

  • Maintain document storage and retrieval records. Is responsible for the timely retrieval of documents (from offsite and electronic retention sources) for internal and external audit requests.

  • Exercise problem solving skills in addressing day to day functionality of position.

  • Redirect mail/documentation that is inadvertently delivered to the Accounts Payable department in error.

  • Contact vendors and internal departments via phone/email to: Clarify missing information, Communicate delivery issues, Answer general vendor inquiries, Obtain W8/W9 documentation

  • Review vendor statements for aged items.

  • Research validity, work with vendor and internal contacts to resolve issues to bring account current.

  • Handle departmental mass document mailings such as: checks, 1099’s

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

Organizational Requirements:

Maintain strict adherence to the Lahey Health Confidentiality policy.

Incorporate Lahey Health Standards of Behavior and Guiding Principles into daily activities.

Comply with all Lahey Health Policies.

Comply with behavioral expectations of the department and Lahey Health.

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 complete Mandatory Education.

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

Minimum Qualifications:


High School Diploma or equivalent

Licensure, Certification & Registration:

None required


Entry level position. Minimum of 6 months of Accounts Payable processing in a high volume, computerized corporate environment or equivalent experience in Accounts Receivable, Payroll, Expense or other transactional accounting area.

Skills, Knowledge & Abilities:

Proficiency in the use of computerized tools such as: Microsoft Office (Excel, Word), GMail and Peoplesoft (preferred) or 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 organizational and interpersonal skills ability to perform under pressure and meet deadlines in a fast paced, high volume environment 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

  • Obtain ACH information

  • Obtain invoice/credit copies

  • Follow up on departmental supply orders

FLSA Status:


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