POSITION SUMMARY: Provides financial, administrative and clerical support by ensuring payments are completed and expenses are controlled by processing, verifying and reconciling invoices according to established policies and procedures in an efficient, timely and accurate manner.
POSITION-SPECIFIC COMPETENCIES/ESSENTIAL FUNCTIONS/DUTIES & RESPONSIBILITIES
Accounts Payable processing:
· Processes all invoices received for Accounts Payable, including obtaining all approvals, coding and entering into Accounts Payable module within 3 business days of departmental approval.
· Solicit ACH payment authorization from vendors currently not paid via ACH.
· Review check requests for appropriate expenses, ensure proper approval is documented before processing payment.
· Obtaining approval for ACH payments and check payments prior to processing utilizing the Cash Requirements Report.
· Maintains Accounts Payable aging and all invoice files in accordance with retention policies.
· Prepares outstanding checks listing.
· Interacts with vendors to assure timely and accurate payment of invoices and to assure timely receipt of invoices to ensure an accurate month-end closing process.
· Updates Cash Requirements Report. Meets with Controller/CFO weekly to discuss the Cash Requirements Report prior to printing checks.
· Give advice as to cash requirements based on your knowledge of the needs based on accounts payable.
· Follows up with those vendors that have not timely submitted invoices to ensure all monthly expenses are recorded in the proper month per generally accepted accounting principles (GAAP).
· Prepares draft of the monthly accounts payable/general ledger reconciliation and the AP and PR cash reconciliations for Controller/Staff Accountant to review.
· Reconciliation of the credit and debit card accounts on a monthly basis, including entering all expenses into the accounts payable system.
· Provide invoices for all fixed asset purchases to the Controller/Staff Accountant based on the fixed asset policy.
· Provide account activity for all refunds to the Controller/Staff Accountant on a monthly basis.
· Summarize company vehicle information in spreadsheet as directed by the Controller.
· Draft year-end reports for audit and cost report.
Year-End Processing:
· Processes 1099 annually as required for tax purposes (with Controller and CFO supervision).
Accounts Receivable Support:
· Handle W-9 requests from our payers in a timely manner.
Vendor Management:
· Ensure communication with Controller/Staff Accountant regarding which vendors need to be set up per invoices received and new vendor forms are completed.
· Ensure that W-9’s are received for each vendor prior to payment; follow-up on IRS B-Notices as appropriate.
Grant Accounting:
· Working with the Staff Accountant/Director of Financial Reporting, reconcile all grant expenditures with the organization’s grant manager(s).
Miscellaneous:
· Act as back-up to payroll.
· Ensure back-ups to Accounts Payable are trained/in place when needed and set up with the proper access/equipment etc.
· Ability to utilize high level formulas within Excel (i.e. pivot tables and “vlookup formulas”) to streamline data collection and summary processes.
Customer Satisfaction:
· Demonstrates courteous behavior through polite, respectful and positive communication with all co-workers, vendors, patients, and the general public.
· Answers telephone in a courteous manner, expressing a greeting to the caller in a pleasant voice and identifying self and the department.
· Assists individuals in own department or outside department whenever requested or when individuals appear in need of help as demonstrated by supervisor observation.
· Demonstrates concern or sensitivity for others as evidenced by supervisor observation and feedback from others.
Organizational Mission:
· Positively demonstrates support of the organization’s mission and vision by actively helping the team achieve its annual goals. Demonstrated by always accepting additional assignments within FTE.
· Willingly adjusts to varied assignments as team needs indicate.
· Effectively prioritizes responsibilities to maximize personal and team productivity. Demonstrated by meeting deadlines.
· Demonstrates appropriate respect for and use of financial resources such as supplies, equipment, etc.
· Compliance with the organization’s confidentiality policy is respectfully observed.
· Follows safe work practices on a regular basis.
· Regular attendance and punctuality is achieved within the expectations of the organization’s policy.
· Consistently presents self in a professional, well-groomed manner, meeting the standards of the dress code policy.
· Demonstrates understanding and support of the organization’s Corporate Compliance Program through honest, ethical performance, in accordance with its rules and policies.
POSITION REQUIREMENTS
· Education: Associate Degree or Applicable Related Work Experience.
· Experience: Preferred at least 3+ years of accounting experience of accounts payable.
· Expertise: Skillful in the operation of software and office machines used in connection with Accounting procedures. Knowledge of federal and state financial regulations as it relates to accounts payable. Ability to establish and maintain positive working relationships with others; ability to write legibly. Must be proficient with Microsoft Excel and able to create spreadsheets and charts. Work requires professional written and verbal communication and interpersonal skills.
· Language: Comprehend and use basic language either written or spoken to communicate information and ideals.
· Hours of Work: May vary based on Organizational need.
· Travel: May vary based on Organizational need.
A review of this position description may have excluded some of the marginal functions of the position that are incidental to the performance of fundamental job duties. This position description in no way states or implies that these are the only duties to be performed by the employee in this position. Employees will be required to follow any other job related instructions and to perform any other job related duties requested by their supervisors. I acknowledge that my employment relationship with the Clinic, unless otherwise provided in writing, shall be defined as “employment at will”, where either party may dissolve the relationship at any time.
I have reviewed this job description and understand that it is my responsibility to perform up to the high standards set forth by Milwaukee Health Services Inc.
Job Type: Full-time
Salary: $19.00 – $25.00 per hour
Benefits:
Physical setting:
Schedule:
Ability to commute/relocate:
Work Location: In person
Milwaukee Health Services, Inc. is an equal opportunity employer.
Milwaukee Health Services, Inc. does not discriminate on the basis of race, color, religion, national origin, sex, age, disability, or veteran status.
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