Accounting Clerk

Position Summary

The primary responsibilities of the Accounting Clerk will be the receipt of cash, checks and electronic transfers for Hamilton Center, Inc. as well as responsibilities related to Accounts Payable and Payroll. The position requires the ability to work independently and to prioritize tasks.

Essential Duties/Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Compile the daily deposit and electronic funds transfers to maximize earnings, to complete the daily cash logs for the General Ledger side of Fiscal Services as an accounting for patient payments collected, and to record all other income received by Hamilton Center, Inc.

• Coordinate deposits of the outreach locations, to assure that internal controls are adhered to by the various offices in Fiscal Services for funds of the organization. Provide guidance, update forms, and relay procedures to the outreach locations assisting them in properly depositing funds.
• Accumulate information for the creation of the cash receipts spreadsheets that are used to generate journal entries for recording patient payments and other income at month end.
• Summarize special billing invoice status using the accounting software program to monitor and report invoice date, amount, payment receipts, and aging.
• Summarize grant and donation cash receipts by utilizing an Excel spreadsheet to assist in monitoring funding sources.
• Secure electronic transmission of funds from third party payers and contractual entities as allowable.
• Track utility payments for the Center using an Excel spreadsheet, import cell phone and data card billing information from data provided by the vendor to generate accounts payable vouchers for payment, and work with the Operations Department on allocation of costs.
• Coordinate credit card machinery and service to all locations within the Center. Service is to include training, service from the vendor, and ensuring supplies are available.
• Assist in the coordination of the conference registration process, vouchering payments to employees and vendors.
• Review and update Accounting Department Operations Manual procedures that relate to the Accounts Receivable function and processing conferences.
• Maintain the filing and storage of Accounting Department retained documents by logging all stored boxes, coordinating movement from the Main Center to Ft. Harrison storage, and marking boxes for disposal.
• Coordinates ordering for internal and external supplies needed by the Accounting Department, receiving all order goods, and organizing all stored supplies.
• Review and update Fiscal Department Operations Manual procedures that relate to the Compile and process information tied to the functions of the job tasks being performed.
• If assigned, process all income exceptions (resident doctors, on call, PTO payout, shift differential, educational assistance, loan payments, client payroll, short-term disability, special and spot bonus pay, etc.).
• If assigned, process employee travel expense reports. Assure accuracy and non-duplication track by employee and pay period and determine that appropriate approval and coding are included prior to uploading expense reports via the biweekly payroll process.
• If assigned, verify PTO reports against time sheets and exempt reports to assure that PTO is paid correctly, and that additional PTO is accrued correctly.
• If assigned, process payroll on a biweekly basis following established internal controls of verifying and entering time transactions, generating direct deposit advises and checks, transferring electronic data to the bank for payment, transferring intercompany funds to cover payroll, and distributing payment forms to employees.
• If assigned, monitor updates to health, life, and other payroll deduction rates.
• If assigned, process payroll tax liability and benefit deduction payments utilizing reports from the accounting software system to verify, calculate, vouch, and submit telephone and electronic payments or request checks for other payments.
• Assist in compiling data throughout the month to aid in the creation, calculation, or allocation of totals through journal entry into the general ledger.
• If assigned, process information to maintain Representative Payee consumer’s bank accounts, open and/or close accounts, including working with miscellaneous banks and the Social Security office.
• If assigned, issue an emergency check for Representative Payee Consumer’s.
• If assigned, issue weekly check requests and/or monthly budgets for Representative Payee Consumer’s
• If assigned, set up Direct Deposit for Representative Payee Consumer’s.
• If assigned, process monthly Representative Payee Reports for Social Security
• DSI and C&E Invoicing Functions.
• Assist the accounting department as time permits or during critical times.
• Provide backup for other accounting department staff as needed.
• Perform other duties as assigned.
• Support required separation of duties according to HCI and Generally Accepted Accounting Principles (GAAP). Sort daily incoming departmental mail, endorse checks and date stamp accounts payable mail. Distribute to the appropriate staff members.
• Perform initial vendor set up and vendor maintenance to include coordinating with a staff accountant to obtain and update accounting software data of W-9 for vendors requiring 1099’s.
• Prepare the voucher packet by assuring that all necessary documentation is present including invoices/statements, packing slips, receipts, purchase orders, and internal forms.
• Verifying all purchases has been properly authorized and coding is valid. Properly authorized includes acceptable signatures prior to processing payments.
• Follow up on problems with both vendors and center staff, to collaborate and communicate until resolution is obtained, with or without the assistant of accounting supervisors.
• Prepare the voucher for entry into the accounting software system, enter the data, and incorporate the necessary internal controls, assure accuracy of the entry.
• Perform a weekly check run on Tuesday and issue manual checks as required.
• File paid invoices and check copies alphabetically by vendor.
• Maintain vendor charge cards used by staff for HCI purchases, overseeing their proper distribution and return.
  
  
  

Minimum Qualifications/Requirements

• High school diploma or equivalent.
• The position requires reading and good written and verbal communication skills for interaction with center staff.
• Use of decimals and percentages and other basic math skills are necessary.
• Basic computer knowledge, Microsoft software, and typing or keyboarding is required.
• Knowledge of the accounts receivable system will be learned on-the-job in approximately two weeks.
• Visual skills to perform accurate typing and data entry are required.
• Prior experience in Accounts Payable, Accounts Receivable and Payroll is required.
• Willingness to use personal transportation in work capacity.
  
  
  

Certificates, Licenses, Registrations

• Valid driver’s license in accordance with motor vehicle policy.
  
  
  

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to lift 25 pounds
• Prolonged periods of sitting or standing
• Prolonged periods of data entry
  
  
  

Work Environment

Most of the work is performed at a desk. Work is cyclical in nature resulting in high pressure times at month and year end.

Conditions of Employment

• Completion of tuberculin screening no later than three days prior to first day of employment and annually thereafter
• Completion of MMR, Varicella, influenza, and coronavirus vaccine
• Completion of a pre-employment drug screening and completion of post-employment drug or alcohol tests upon reasonable suspicion of use.
• Completion of Center-wide orientation and ALL required paperwork prior to reporting for work
• Demonstrated computer literacy through successful completion of pre-employment testing may be required.
• Completion of HCI Quality Training, Trauma Informed Care and current learning platform
• Successful completion of New Employee Department Checklist within 90 days of employment
• Attendance at all mandatory staff development and training
• Successful completion of a six-month on-the-job orientation period
• Successful completion of Annual PES
• Adherence to all policies, procedures, rules and regulations set forth by Hamilton Center, Inc.
• Participation in payroll electronic deposit
• Adherence to Compliance Program Plan
• Satisfactory reference and background investigation checks.
  
  
  

Job descriptions are not intended, and should not be construed, to be exhaustive lists of all responsibilities, skills, efforts or working conditions associated with a job. They are meant to be accurate reflections of the principal job elements essential for making fair pay decisions about jobs.