Job Code 3100

CASS REGIONAL MEDICAL CENTER

Job/Position Description

Department Name: Accounting

Title: Accounting Clerk

EEOC Classification: Office and Clerical-Non-Exempt

PART ONE: Dimension and Description

Primary Purpose: To ensure that invoices and check requests are paid accurately and on time.

Formal Policy-Setting Responsibilities: No formal responsibility. The policies associated with the job’s purpose and essential responsibilities are set by others.

Routine Decision Making: Decides if invoices, receiving reports and purchase orders have been properly processed and complete, and if not, what additional information needs to be obtained so payments can be processed in a timely manner.

Formal Supervisory Responsibility: No formal supervisory responsibility.

Required Knowledge: Invoices, purchase orders, and receiving reports.

Required Skills and Ability: Ability to operate a 10-key adding machine, typewrite, Windows based computer, meet deadlines, and have good communication skills.

Unusual Working Conditions: None

Education and Certification/ Registration Required for the Position: High school education or equivalent, two years' experience preferred.

PART TWO: Essential Responsibilities and Tasks

Reviews purchase orders, statements, check requests, and receiving reports for accuracy and completeness.

• Reviews check requests and manual purchase orders for proper approval, correctness, support, account numbers and accurate payment amount on a daily basis.
• Reviews vendor statements and does research, then communicates findings with vendors by month end.
• Sorts incoming mail daily. Sends non-system PO invoices to appropriate departments. Purchase order invoices are sorted and worked daily.
• Communicates with departments as needed to obtain accurate paperwork, in order to process invoices.

Inputs invoice and check request information.

• Assigns vendor numbers and enters check requests into the A/P system on a daily basis.
• Enters purchase order invoices on a daily basis, upon receiving completed documentation from Materials Management.
• Completes credit applications, mails requests for w9's and the tax exemption certificates as needed.

Print checks and reports, matches checks to invoices and check requests, and then distributes checks.

• Matches checks to invoices and check requests after each check run. Forwards check register and Void check list to Director of Finance and CFO for review and approval.
• Prints checks weekly and uploads the positive pay file to Commerce for fraud protection.
• Pull over the Business Office Refund Checks and print checks biweekly and uploads the positive pay file to Commerce for fraud protection.
• Submits the Credit Card Vendor file to Commerce for payment weekly.
• Enter Auxiliary checks as submitted monthly.

Prepares MM accrual batches at month-end, analyzes invoices for proper monthly accrual, and prepares various reports for management. Orders supplies for department, processes 1099s at year-end.

• Reviews check requests/invoices for monthly accruals by the 10th of the month.
• Prepares monthly Accounts Payable board reports by deadline set by CFO's calendar.
• Order supplies and maintain supply inventory for department weekly, as needed
• Compile and review report for 1099s, then mail by January 31 of the following year. Mail 1096s by deadline.

Provides support to Director of Finance

• Assist with Cash reports, AP Trade Balancing, and other reports/distribution as needed.
• Assist with the Monthly Balance Sheet Account reconciliation, enters the account detail and submits the GL support for review to the Director.
• Collects, reviews and inputs the Fixed Assets into the financial software, then submits the FA for final review and approval of initiation of asset to the Director monthly.
• Assists with the Cost report schedules, collects and files supports for the data entered into various schedules monthly for final review and approval by the Director.

Provides support to Payroll

• Assist with scanning and filing of documents.