Accounting Clerk

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

Responsibilities

• Compile the daily deposit and electronic funds transfers to maximize earnings, complete daily cash logs for the General Ledger, account for patient payments, and record all other income received by Hamilton Center, Inc.
• Coordinate deposits of outreach locations to ensure adherence to internal controls for organizational funds.
• Provide guidance, update forms, and relay procedures to outreach locations to assist in proper fund deposition.
• Accumulate information for cash receipts spreadsheets used to generate journal entries for patient payments and other income at month-end.
• Summarize special billing invoice status using accounting software to monitor invoice dates, amounts, payment receipts, and aging.
• Summarize grant and donation cash receipts using Excel spreadsheets to monitor funding sources.
• Secure electronic transmission of funds from third-party payers and contractual entities as allowable.
• Track utility payments using Excel spreadsheets, import cell phone and data card billing information to generate accounts payable vouchers, and work with the Operations Department on cost allocation.
• Coordinate credit card machinery and service for all Center locations, including training, vendor service, and supply management.
• Assist in the conference registration process, vouchering payments to employees and vendors.
• Review and update Accounting Department Operations Manual procedures related to Accounts Receivable and conference processing.
• Maintain filing and storage of Accounting Department documents, including logging stored boxes, coordinating movement to storage, and marking boxes for disposal.
• Coordinate ordering, receiving, and organizing of internal and external supplies for the Accounting Department.
• Process income exceptions (e.g., resident doctors, on-call pay, PTO payout, shift differential, educational assistance, loan payments, client payroll, short-term disability, bonuses).
• Process employee travel expense reports, ensuring accuracy, non-duplication, and appropriate approvals prior to payroll upload.
• Verify PTO reports against timesheets and exempt reports to ensure correct payment and accrual.
• Process biweekly payroll, including verifying time transactions, generating direct deposit advices, transferring electronic data to the bank, and distributing payment forms.
• Monitor updates to health, life, and other payroll deduction rates.
• Process payroll tax liability and benefit deduction payments using accounting software reports.
• Assist in compiling data for journal entries into the general ledger.
• Process information to maintain Representative Payee consumers' bank accounts, including opening/closing accounts and working with banks and the Social Security office.
• Issue emergency checks, weekly check requests, and monthly budgets for Representative Payee Consumers.
• Set up direct deposit for Representative Payee Consumers.
• Process monthly Representative Payee Reports for Social Security DSI and CandE Invoicing Functions.
• Provide backup for other accounting department staff as needed.
• Perform other duties as assigned while supporting required separation of duties according to HCI and GAAP.
• Sort daily incoming departmental mail, endorse checks, and date-stamp accounts payable mail for distribution.
• Perform initial vendor setup and maintenance, including coordinating W-9 updates for vendors requiring 1099s.
• Prepare voucher packets, ensuring all documentation (invoices, packing slips, receipts, purchase orders) is present and properly authorized.
• Follow up on vendor and staff issues until resolution is obtained.
• Enter vouchers into accounting software, ensuring accuracy and adherence to internal controls.
• Perform weekly check runs and issue manual checks as required.
• File paid invoices and check copies alphabetically by vendor.
• Maintain vendor charge cards, overseeing proper distribution and return.

Requirements

• High school diploma or equivalent.
• Reading, written, and verbal communication skills for interaction with staff.
• Basic math skills, including use of decimals and percentages.
• Basic computer knowledge, including Microsoft software and typing/keyboarding.
• Knowledge of accounts receivable systems (learned on-the-job in approximately two weeks).
• Visual skills for accurate typing and data entry.
• Prior experience in Accounts Payable, Accounts Receivable, and Payroll.
• Willingness to use personal transportation for work-related tasks.

Certificates & Licenses

• Valid driver’s license in accordance with motor vehicle policy.
• Current Crisis Prevention Intervention (CPI) certification (for Rapid Response team members).
• Current American Red Cross CPR certification (for Rapid Response team members).

Physical Demands

The physical demands described are representative of those required to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions.