Pre Audit Clerk II

LOCATION : KONA COMMUNITY HOSPITAL | General Accounting

POSITION STATUS : 1.00 | Permanent

SALARY RANGE : BU03 | SR13

SALARY RATE: $46,800 (Annual Salary) based on Full Time Employment

JOB DUTIES :

A. Verifies and audits items (goods and services) purchased for accuracy and propriety prior to their payment by performing the following: 90%

1. Checks packing/receiving slips and compares it against purchase orders and contracts to verify that the correct items and quantities are received.

2. Checks computation on vendor invoices for accuracy and compares it with the packing/receiving slips and purchase orders and contracts for accuracy as to prices, quantities and extensions.

3. Confers with the Materials Management Department and vendors regarding discrepancies.

B. Receives purchase orders from the Materials Management Department and contracts from Contract Manager and completes the following:

1. Verifies that purchase orders and contracts are properly coded as required by HHSC such as appropriation, vendor and state object codes and vendor correct remit to address.

2. Cancels purchase orders and contracts when it becomes necessary and deletes them from Purchase Order/Vendor Payment Log.

C. Processes invoices for payment by performing the following:

1. Records all shipments and payments including partial on purchase order and contracts to denote outstanding items.

2. Verifies packing slip against invoice for amounts ship vs amount billed. Attach invoice and packing slip to purchase order and contracts and enter on accounts payable programs – MS4 (MedSeries4).

3. Maintains vendor files to record all payments made to respective vendors including purchase order number and contracts, date of voucher, date and number of invoice and amount paid.

D. Processes payment

1. Submit invoices waiting to be paid report which shows all invoices that are ready to be processed for payment. Select the required invoices for payment summarizing cash requirement.

2. Request for approval from C.F.O or Administrative Service Officer.

3. Submit check register, listing all invoices to be paid in vendor # order showing the check # for payment to vendor and create batch ticket for final signature.

4. Approved batch ticket is submitted to HHSC, who submits it to CDC for processing. CDC will email or call Accounts Payable to notify when checks are available for printing.

5. Print check and verify with check register that all payments have been processed.

6. Upload checks issued to First Hawaiian Bank Positive Pay.

E. Other Unit Responsibilities

1. Reviews and checks claims for petty cash payments and completes the following:

a) Prepares petty cash vouchers and makes payments by checks.

b) Files claim for reimbursement of all disbursements from petty cash for replenish fund.

2. Keeps record of equipment purchases for inventory purposes.

3. Processes all per diems and mileage reimbursements to employees.

4. Attaches check copies to invoices paid and maintain alphabetically by fiscal year.

5. Scan all checks and supporting documents by check run creating CD for storage purposes.

6. Prepares information for auditors as requested.

F. Other Responsibilities

1. Communicates and interacts with patients, families and other staff members in a positive and courteous manner.

2. Compliance with mandatory inservice requirements, e.g., patient rights, crisis prevention, annual mandatory health and safety, etc.

3. Maintains the strictest confidentiality of all facility and facility related employee/ patient information.

4. Participates in activities of department, i.e. JCAHO, Safety, Performance Improvement, and Infection Control.

5. Adheres to hospital rules and regulations, and policies and procedures.

6. Plans and organizes workload and is aware and flexible to acute needs of the section.

7. Considers age-specific needs when serving or assisting patients:

___ Infants (0-2 years) ___ Adults (19-70 years)

___ Pediatrics (3-12 years) ___ Older Adults (greater than 70)

___ Adolescents (12-18 years)

8. Is aware of pain management and considers when interacting and assisting patients.

9. Uses knowledge of different cultures when interacting and assisting patients.

10. Performs related other duties as assigned.

THE MINIMUM QUALIFICATION REQUIREMENTS ARE: Applicants must meet all of the following requirements. Please note that unless specifically indicated; the required education and experiences may not be gained concurrently. In addition, qualifying work experiences are based on a 40-hour work week.

Other information:

GENERAL EXPERIENCE: One (1) year of responsible clerical work experience which demonstrated knowledge of arithmetic and required the ability to read and understand, follow oral and written instructions, communicate orally and in writing and to make arithmetical computations.

SPECIALIZED EXPERIENCE: Two (2) years of responsible clerical work experience in the preparation and keeping of payroll records and/or in the preparation and processing of vouchers, invoices and statements.

PRE-AUDIT EXPERIENCE: One (1) year of progressively responsible work experience which involved the examination and verification of invoices, vouchers, statements and other request for payment for completeness, accuracy, legality, and propriety.

SUBSTITUTION OF EDUCATION FOR EXPERIENCE:

QUALITY OF EXPERIENCE:

Possession of the required number of years of experience will not in itself be accepted as proof of qualification for a position. The applicant’s overall experience must have been of such scope and level of responsibility as to conclusively demonstrate that he/she has the ability to perform the duties of the position for which he/she is being considered.

KNOWLEDGE AND ABILITIES REQUIRED:

KNOWLEDGE OF: Arithmetic; instructions and procedures for preparing and processing payrolls and vouchers; papers and documents necessary to accompany vouchers; filing methods; office practices and procedures.

ABILITY TO: Make and verify arithmetical computations rapidly; understand and follow oral and written instructions; operate calculating and adding machines; establish effective working relationships with others.

In addition to knowledges and abilities required at the next lower level, must have the ability to apply laws, rules and regulations enforced by all agencies as well as fiscal policies set by the administration.

ALL CIVIL SERVICE JOB VACANCIES WILL BE POSTED FOR A MINIMUM OF TEN (10) CALENDAR DAYS

The Hawaii Health Systems Corporation is an equal opportunity employer and complies with applicable state and federal laws relating to employment practices

QUALITY OF EXPERIENCE: Possession of the required amount of experience will not in itself be accepted as proof of qualification for the position. Overall paid or unpaid experience must have been of such scope and responsibility as to conclusively demonstrate that you have the ability to perform the duties of this position. Provide a detailed description of your duties and responsibilities. If you worked on a part-time basis, indicate the average number of hours worked per week. Please note that experience will be based on a 40-hour workweek. Note: We will not postpone the recruitment process because of your failure to provide accurate and complete information concerning your qualifications.

MERIT OR CIVIL SERVICE SYSTEM: You must meet the minimum qualification requirements, including education, experience, other public employment requirements for State Civil Service employment, and HHSC Standards of Fitness. Only those applicants that are scheduled for an interview with the hiring manager will be contacted.

CITIZENSHIP AND RESIDENCE REQUIREMENT: Applicants must be a citizen, national or permanent resident alien of the United States or a non-citizen eligible under the federal law for unrestricted employment and at the time of appointment intend to reside in the State of Hawaii during the course of employment with the Hawaii Health Systems Corporation.

VETERAN’S PREFERENCE: If you are claiming Veteran’s Preference, you must submit a copy of your DD214 and/or other substantiating documents specifying the periods of your service.

HEALTH AND PHYSICAL REQUIREMENTS: Applicants must meet the health and physical requirements deemed necessary to effectively and safely perform the essential functions of the position with or without reasonable accommodation. Hawaii Health Systems Corporation is committed to making reasonable accommodations on a case-by-case basis. Applicants seeking reasonable accommodations should be ready to discuss the accommodation sought so that a determination can be made that such accommodation is reasonable and would not cause the employer undue hardship.

MEDICAL/PHYSICAL EXAMINATION REQUIREMENT: Offers of employment will be contingent on successfully passing a pre-employment physical examination, which includes drug screen and other regulatory medical requirements such as, but not limited to, two-step tuberculosis (TB) screen. The cost for physical examinations, except the cost for drug screening, shall be borne by the applicant and not the Hawaii Health Systems Corporation.

CRIMINAL/BACKGROUND, CREDENTIALING CHECKS: Applicable checks will be conducted periodically, and any associated costs may be borne by the applicant. Applicable checks may include, but are not limited to, state and federal criminal history records, child abuse and neglect registry check, adult protective services registry and sex offender registry records, etc. If a job offer is made or employment is begun prior to completion of all applicable checks, any offer of employment or continued employment is contingent upon satisfactory return of all required checks.

IMPORTANT APPLICATION/EMPLOYMENT INFORMATION

Administrative Review, subsequent appeals : If you do not agree with a decision made by the Employment Office as to your non-qualification or non-selection for a position, you may complete a Request for Administrative Review form (available on the HHSC website) or you may submit a written request within twenty (20) days from the date of your sent notice to the Regional Chief Executive Officer/Designee. Your letter requesting the Administrative Review must include: 1) The job title(s) and recruitment number(s), 2) the specific reason(s) you are requesting the review noting if there is statute or rule violation, and 3) any additional information you want to submit to substantiate your request. If you do not submit your request within the twenty (20) days deadline, no Administrative Review will be conducted. Since the Administrative Review is a prerequisite to subsequent steps, failure to utilize this process will make you ineligible for subsequent appeals. The administrative review, formal complaint and/or appeals hearing will not necessarily postpone the recruitment process and/or rescind a selection. If you do not agree with the Administrative Review, you may file a Formal Compliant and then, if you are still not satisfied, you can appeal to the HHSC Merit Appeals Board.

CONTACT INFORMATION : KONA COMMUNITY HOSPITAL is located at 79-1019 Haukapila Street Kealakekua, HI 96750. For employment opportunities, please contact (808) 322-4458, email: konajobs@hhsc.org or visit our website at https://www.hhsc.org/.

Persons with Disabilities may contact the Recruitment Office to discuss special needs in applying at (808) 322-4458, konajobs@hhsc.org.