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AP Administrator

Civica Rx
Petersburg, VA
Start date
Mar 29, 2023

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Administration, Accounting, General
Required Education
Bachelors Degree
Position Type
Full time

Job Details

About Civica

Civica is a 501(c)(4) social welfare organization established in 2018 by health systems and philanthropies to reduce chronic generic drug shortages and related high prices in the United States. Civica is led by an experienced team of healthcare and pharmaceutical industry leaders. 

Today, more than 55 health systems have joined Civica. They represent over 1,500 hospitals and one-third of all U.S. hospital beds. Civica has also begun to supply the U.S. Department of Veteran’s Affairs, the U.S. Department of Defense and the U.S. Strategic National Stockpile of essential medicines. 

Civica recently announced plans to expand its mission, via a unit called CivicaScript, to into the outpatient pharmacy space and to manufacture and distribute insulins that, once approved, will be available to people with diabetes at significantly lower prices than insulins currently on the market. The availability of Civica’s affordable insulins, beginning in 2024, will benefit people with diabetes who have been forced to choose between life sustaining medicines and living expenses, particularly those uninsured or underinsured who often pay the most out of pocket for their medications.

Civica’s mission is to ensure that quality generic medications are accessible and affordable to everyone. Since established, the #1 Policy for the Civica team has been “Do What Is in the Best Interest of Patients.” Civica’s manufacturing facility in Petersburg, Virginia, is the future home of affordable insulin and essential sterile injectable medicines. The facility is currently in late-stage construction and hiring for the site is well-underway.

To find out more about how Civica’s innovative model is directly impacting patient care, click here to read a summary from the New England Journal of Medicine. (

To learn more about Civica’s plans to bring affordable insulin to Americans living with diabetes, click here to read an article in BioSpace.


Position Summary

The AP Administrator is responsible for processing company payables in accordance with company policy and procedures. Prepare various journal entries and monthly general ledger reconciliations as needed. Assist in preparing the accounting close and other key financial & operational reports. Provide support and assistance to company personnel. Help optimize Civica’s business needs through developing standard processes and best practices.

Essential Duties and Responsibilities

  • The essential functions include, but are not limited to the following:
  • Assist with requisition & purchase order process for internal routing/approvals
  • Process vendor invoices, including company, account & department coding
  • Coordinate disposition of pricing and quantity discrepancies
  • Assist as needed with vendor inquiries & maintain accounts
  • Maintain files and documentation thoroughly and accurately, in accordance with company policy
  • Maintain posting controls for the AP module
  • Assist with Balance Sheet reconciliations and cash forecasting
  • Assist with month-end closing, including A/P aging reports, subledger reports, & GL reconciliations
  • Assist in updating policies, procedures & standard work instructions
  • Work to identify opportunities for process improvements
  • Assisting with the Company’s annual year-end audit
  • Assist with any federal, state and local tax filings as needed
  • Other projects and duties as assigned

Minimum Qualifications (Knowledge, Skills, and Abilities)

  • One to three years progressive experience in all phases of Accounts Payable in an inventory or manufacturing environment preferred. Exposure to other accounting areas is a plus.
  • BA/BS in accounting or related field of study is preferred.
  • Excellent verbal and written communication skills.
  • Proficiency in MS Office, especially Excel.
  • Experience with ERP software is required.
  • Excellent time management
  • Must be efficient & flexible with strong attention to detail.
  • Must have strong customer support orientation, demonstrate professional demeanor, and the ability to maintain confidential information.
  • Must have strong organizational & planning skills, demonstrate ability to work independently and as a member of a team, and exercise sound judgment & problem solving.


Because patients should have the essential medicines they need when they need them. As a rapidly growing, entrepreneurial, nonprofit generic drug company created by hospital systems and philanthropies, Civica’s mission is to reduce and prevent drug shortages while assuring quality generic medicines are accessible and affordable to everyone. 
While serving 50 health systems and 1,350 hospitals (or 30% of all licensed U.S. hospital beds), Civica also supplies the U.S. Department of Veterans Affairs, the U.S. Department of Defense, and “340B” hospitals caring for vulnerable patients in some of the country’s most underserved areas. And recently, Civica contributed more than 2-million vials of essential medications to the strategic national stockpile. With 40 sterile injectable medications under contract to supply our member hospitals, Civica is growing and on track to have 100 drugs available by 2023.   


Find Us
North Normandy Drive

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