ACCOUNTING SUPPORT SPECIALIST l
Position Description – Accounting Support Specialist I
POSITION TITLE: Accounting Support Specialist I
BOARD APPROVED: 8/13/14, 9/10/15, 10/12/16, 12/20/2017
REPORTS TO: Chief Financial Officer (CFO)
DUAL SUPERVISOR PERSONNEL COLLABORATOR: Chief Executive Officer (CEO)
DIVISION: Administration
EXEMPT/NON-EXEMPT STATUS: Non-exempt
SECURITY ROLES: Billing and Finance
JOB SUMMARY: The Accounting Support Specialist I reports to the Chief Financial Officer (CFO)
and is responsible for providing bookkeeping, administrative, and clerical services, as well as
posting invoices. Providing these services in an effective and efficient manner will ensure that
all finances are accurate and up to date, that invoices are paid in a timely and appropriate
manner, and that vendors and suppliers are paid within established time limits. This position
also posts invoices by verifying and completing payable transactions.
PRIMARY DUTIES AND RESPONSIBILITIES – SPECIFIC TO FINANCIAL TRANSACTIONS:
A. Ensures finances are maintained in an effective, up-to-date, and accurate manner
B. Prepares work to be accomplished by gathering and sorting documents and related
information
C. Posts invoices by verifying transaction information; scheduling and preparing
disbursements; obtaining authorization of payment.
D. Obtains revenue by verifying transaction information; computing charges and refunds;
preparing and mailing invoices; identifying delinquent accounts and insufficient pmts.
E. Maintains accounting ledgers by posting account transactions.
F. Resolves account discrepancies by investigating documentation, issuing stop payments,
payments, or adjustments.
G. Maintains financial security by following internal accounting controls.
H. Maintains financial historical records by filing accounting documents.
I. Receives and verifies invoices and requisitions for goods and services, purchase orders,
credit card requests, and reimbursement requests
J. Verifies that transactions comply with financial policies and procedures
K. Posts invoices for payment
L. Prepares the Aged Payables report weekly and submits to CFO for payment
M. Maintains listing of accounts payable
N. Maintains updated vendor files and file numbers
O. Contributes to team effort by accomplishing related results as needed.
P. Codes such items as invoices, vouchers, expense reports, check requests, etc., with
correct codes conforming to standard procedures to ensure proper entry into the
financial system.
Q. Handles vendor correspondence via phone, regular mail, or email
R. Investigates and resolves problems associated with processing of invoices and purchase
orders.
S. Reconciles various accounts by identifying errors in posting or omissions by applying
appropriate accounting standards.
T. Assists with processing remittance information from checks, drafts, and wire transfers
for invoices provided by vendors, reviewing instructions accompanying items to
determine proper disposition and crediting accounts in accordance with standard
procedures.
U. Receives, researches, and resolves a variety of routine internal and external inquiries
concerning account status, including communicating the resolution of discrepancies to
appropriate persons.
V. Files, maintains, and distributes accounting documents, records, and reports.
W. May assist with reviewing Payroll Timesheets in ADP
X. Perform the processing and recording of accounts payable transactions and ensure that
all invoices and staff reimbursements are paid accurately and in accordance with
Finance policies and procedures
Y. Review expense coding to ensure grant compliance and tag all eligible costs including
VISA card, Bank Statements, staff reimbursements to restricted grants and contracts on
monthly basis.
Z. Review and process Credit Card Expense reports and receipts submitted by cardholders
on monthly basis.
AA. Perform the processing of functional and benefits expense allocations, monthly accruals,
amortization of prepaid expenses, fixed assets depreciation and recording of adjusting
and reclassification journal entries, if necessary.
BB. Maintains Pharmacy Cardinal invoices spreadsheet, prepares request to transfer the
amounts drawn from pharmacy invoices to other bank accounts.
PRIMARY DUTIES AND RESPONSIBILITIES – SPECIFIC TO ADMINISTRATIVE SUPPORT:
A. Ensures effective and efficient office operations
B. Maintains inventory files
C. Reviews purchase orders
D. Reviews and verifies travel claims
E. Maintains a filing system for all financial documents
F. Ensures the confidentiality and security of all financial and employee files
INTERMITTENT DUTIES:
A. Assist as backup for the Accounting Clerk
B. Other duties as assigned.
OFF-SITE WORK:
Off-site work is both required and allowed for this position.
A. Required Off-Site Work: May occasionally be required to attend meetings, conferences,
and other events which occur off-site. Travel to other cities may be required for such
events.
B. Allowed or Optional Off-Site Work: Allowed to work off-site from time to time on tasks
that require sustained focus or when working under strict reporting deadlines.
QUALIFICATIONS:
A. Excellent writing skills
B. Organization
C. Data Entry
D. General Math Skills
E. Microsoft Office Suite (to include Excel)
F. Sage 50c
G. Analyzing Information
H. Thoroughness and attention to detail
I. Reporting Research Results
J. Excellent verbal communication skills
K. 1+ year of accounting or bookkeeping experience
PERSONAL ATTRIBUTES:
Must maintain strict confidentiality in performing the duties of the AR/AP Clerk; also
demonstrate the following personal attributes: be honest and trustworthy, be respectful,
possess cultural awareness and sensitivity, be flexible, and demonstrate sound work ethics.
WORKING CONDITIONS:
This position will spend long hours sitting, using office equipment and computers, and
occasionally doing some lifting of supplies and materials, which can cause muscle strain. Must
meet with others on a regular basis. Could spend long hours in intense concentration on the
computer entering financial information, which requires attention to detail and high levels of
accuracy. There are several deadlines associated with this position, which may cause significant
stress.
This job description is in compliance with the Americans with Disabilities Act (ADA) and the Fair
Labor Standards Act (FLSA) (May 1995).
HOPE Family Health Services is an equal opportunity employer who complies with applicable
State and Federal civil rights laws and does not discriminate on the basis of race, color, religion,
sex, sexual orientation, gender identity, national origin, age, veteran or disability status.
Many positions at HOPE Family Health Services are funded in-part or in-whole by State or
Federal Department of Health and Human Services funding and as such, our organization
cannot employ individuals with certain criminal backgrounds or who are on State or Federal
exclusion or debarment lists.
If you are interested in applying for a position below please download the online application,
fill it out COMPLETELY and ACCURATELY, then submit it to the health center by emailing it,
along with your complete resume, to mirandaconnor@hopefamilyhealth.org
For more information | 615-644-2000 ext. 472
E-mail application and resume to Miranda Connor, Director of HR