Payment Application Senior Analyst

Job Summary

The Payment Application Center (PAC) is responsible for reviewing and processing invoice requests by General Contractors and Subcontractors. PAC members interface mainly with Capital Project Teams, Service Delivery Finance Teams (SDT Finance), and Contracts Administrators.

The PAC team has three areas of responsibility. The first is processing payment applications for external General Contractors (GC). Regions outside of California (ROCs) use only external GCs for construction and are typically used on medium to larger projects in California. The second responsibility is processing invoices for Subcontractors for Kaiser Permanente’s internal GC - Capital Facilities Construction Projects (CPFC). These invoices are processed only in California (currently). The last responsibility is to ensure timely closeouts of all commitments – processing release of retention, collecting lien releases and ensuring the PM has all deliverables from GCs and Subs.

Customarily the external GC invoice group partners with the Project Manager (PM) by participating at the start of a new job, in an initial project kick-off meeting, attends monthly pencil draw (billing) meetings in a joint effort with the PM to ensure payment applications are received on time, for the proper amount and supporting documentation, and are within the contract terms and conditions. The CPFC internal invoice group will process invoices that tend to be high volume, low dollar.

It is the intent of both processing groups to ensure timely payments made to the General Contractors and Subcontractors based on the terms of the contract which are reflected in the Service Level Agreement (SLA). The ability to manage multiple projects, set priorities, meet required deadlines and clearly communicate timely, status on assigned projects.

Integrity, timeliness, detail oriented are critical to ensuring timely review of payment applications for accuracy, completeness, and contract compliance to mitigate risks of misstated financial reporting, legal claims, or fraud. Identifying variances or risks promptly to uphold compliance with National Financial Policy 5C. Upholds KP's reputation in the construction industry by influencing how projects are priced and staffed by general contractors and subcontractors

Essential Responsibilities

• Manage and influence the outcome of payments on multiple projects from Pre-Construction to Construction closeout, set priorities, meet required deadlines.
• Communicate clearly and timely the status of assigned projects. "
• Ensure that the GC including A9 Diversity Vendors and Subcontractors’ payment requests conform to contract language, established policies and procedures. Communicate issues timely so that errors can be prevented and/or corrections made timely.
• Understand each external contract (SCP and IPD) and master agreement as well as all components for assigned projects. Timely communication when issues or exceptions arise. Be aware of Fees, General Conditions, General Requirements and Cost of Work.
• Understand each CPFC Internal Contract (CCSC, CCPA and CPSC) and master agreement.
• Maintain and update project specific logs as needed for assigned projects.
• Review the payment application to ensure the proper Statement of Values (SOV) is being used. Math check and supporting documentation is validated within the contract terms (scope, schedule, budget), resolve, document, and communicate identified issues as necessary.
• Known issues are required to be resolved prior to submission of next payment applications and/or CPFC Invoices. Reach out to SDT Finance for guidance as issues arise.
• Ensure payment application invoices (also known as progress payments) have the proper retention percentage (%) withheld per the terms of the contract. Ensure payment application is reviewed timely, comments are returned to the GC (External) or Subcontractor (Internal) within contract timelines, make certain that all supporting documents are correct and complete, invoices are processed accurately, and paid within contract terms.
• Ensure timely closeouts of all commitments – processing release of retention, collecting lien releases and ensuring the PM has all deliverables from GCs and Subs.
• Establish a professional and collaborative environment with the GC or Subcontractor and the Project Team to ensure potential issues are identified up front and resolved timely to avoid conflict.
• Monitor any unresolvable payment issues and escalate to Supervisor for timely resolution.
• Exercise considerable judgment to make decisions for less defined & complex issues. Work with the SDT Finance to resolve issues and concerns.
• Contribute to the achievement of the department’s objectives and participate in Process Improvement workgroups.
• Responsible for multiple service areas.
• Responsible for attending weekly team and other meetings as needed.
• Independently plan and schedules own work. Most assignments are delivered in the form of expected results.
• Work is regularly shared with and reviewed by the team, unit, and/or manager throughout the process.
• Exercises judgement and discretion in resolving both standard and nonstandard problems, interpreting board guidelines to identify a resolution.

Job Qualifications

• Bachelor's degree in finance, accounting, business, or related field AND Minimum four (4) years financial planning and/or data analysis experience, construction finance, or directly related business experience.
• In lieu of bachelor’s degree.
• 3 years of relative experience for a total of seven (7) years.
• Data analysis experience.
• Payment Application experience.
• Experience working with or directly involved with projects and PMS.
• Desirable: Previous work experience in the construction, materials and hospital infrastructure field.