Position Summary :

Under the general direction of the Finance Manager for Guthrie Home Care Vestal and Guthrie Hospice Vestal, the Administrative Support Clerk is responsible for reviewing and processing invoices, payment posting and bank deposits, and supporting data integrity of the Electronic Health Record utilized by afore mentioned entities.

The Administrative Support Clerk implements established control procedures to ensure that only duly authorized payments are made on a timely basis, so that cash is conserved, and discounts are taken.

The Administrative Support Clerk implements established control procedures to ensure timely and accurate payment and denial posting to the Accounts Receivable system, so that Accounts Receivable Aging is appropriately reflected.

Education, License & Cert : Must be a high school graduate, with courses in bookkeeping required.

Essential Functions :

Accounts Payable :

• Review all vendor invoices for accuracy, communicating with vendors in a timely and clear manner regarding adjustments that may be necessary.
• Processes all vendor invoices with appropriate approvals on behalf of Guthrie Home Care Vestal and Guthrie Hospice Vestal.
• Processes Purchase Order related invoices using the PeopleSoft Supply Chain system. Invoices are entered using the appropriate Business Unit and Purchase Order reference.

Verification of the amount invoiced, remittance vendor information, vendor discount terms and appropriate Purchase Order line(s) is required.

Purchases requiring approval before disbursement are routed through the Voucher Approval process to appropriate manager for review / approval before disbursement is made.

Processes all non Purchase Order requests using PeopleSoft system. Vouchers ae entered selecting appropriate vendor code, vendor address, terms, special handling, and separate check requirements.

Allocates expense to appropriate business unit, department, and account. Uses description field to supply relevant information on non Purchase Order vouchers.

• Prepares checks for appropriate distribution to employees and vendors. Pulls voucher request if necessary to determine appropriate distribution of checks, giving special attention to multiple voucher line entry of special handling requests.
• Works with vendors and managers to resolve invoice issues and reconciles vendor statements to assure all charges or credits are processed.
• Responsible for scanning and indexing invoices on OnBase. Includes all paper invoices and invoices received through the AP email mailbox.

Ensure that scanned invoices are legible and ready to be processed.

Accounts Receivable :

• Receives and processes all account receivable cash, checks and credit card payments for Guthrie Home Care Vestal and Guthrie Hospice Vestal.
• Posts payments and / or adjustments to appropriate accounts according to contracted rates if applicable.
• Prepares daily / monthly cash logs for reconciliation purposes.
• Performs customer service functionality, addressing patient inquires and referring to Patient Representatives as needed.
• Researches and returns unidentified checks to patients and third-party carriers for additional information. Maintains records of transactions.
• Posts denial information to patient accounts and forwards documentation to the appropriate follow-up staff.
• Posts all collection agency listings and reconciles proper cash and adjustments accordingly.

Other Duties :

• Assists the corporation’s independent and third party auditors whenever necessary.
• Provides coverage for administrative assistant duties such as answering phones and opening and distributing mail as needed.
• Cross trains in other positions as requested.
• Participates in special projects and initiatives and provide general support to the finance department.
• Continually seek ways to streamline and improve processes.
• Performs other duties as assigned. Attends seminars and workshops are required.
• Participates in Administrative Home Care Vestal Team meetings as required.
• Knowledge of government compliance issues and corporate compliance plan.
• Demonstrates age specific communication skills.

Pay range for the position is $16.00-22.37 / hr

Last updated : 2024-05-04