What are the responsibilities and job description for the Clerk position at Civility Home Care - Springfield?
Position Description
- Responsible for all tasks relating to finance such as collecting employees' timesheets and payroll data, calculating wages, issuing statements, detailing earnings, invoicing clients, submitting claims and preparing paychecks.
- Reports to Financial Manager.
- Maintain files and records to keep updated and easily accessible.
- Sort and distribute incoming mail and prepare outgoing mail (envelopes, packages, etc.).
- Answer the phone to take messages or redirect calls to appropriate colleagues.
- Utilize office appliances, e.g.: photocopier, printers etc. and computers for word processing, spreadsheet creation etc.
- Take minutes of meetings and dictations.
- Assist in office management and organization procedures.
- Monitor stocks of office supplies (printer & other types of paper, cartridges, pens & pencils etc.) and report when there are shortages.
- Assist in making travel arrangements and booking venues for conferences and events.
- Compile orientation packets for new employees.
- Compile Client Handbook packets for new clients.
- As requested, assist with:
- processing new hire employee files
- processing employee terminations
- processing documentation for payroll
- completing new hire reporting
- Perform other office duties as assigned.
- Collect, compile, and enter payroll data.
- Review and verify source documents.
- Calculate and post payroll deductions.
- Process payroll by established deadlines.
- Issue statements of earnings and deductions.
- Reconcile employee deductions.
- Investigate and correct payroll discrepancies and errors.
- Update payroll records by recording changes including insurance coverage, loan payments, salary increases.
- Process new employees, terminations, transfers, and promotions.
- Prepare and print payroll reports of earnings, hours worked, taxes, insurance, leave.
- Address employee's pay-related concerns and provide accurate payroll information.
- Complete requests for pay-related documents including statements and verifications.
- Produce federal, state, and local tax payments.
- Develop, manage, and maintain comprehensive payroll records.
- Ensure compliance with federal and state regulations and guidelines.
- Billings
- Manage account balances to discover outstanding debts or other inconsistencies.
- Collect all information needed to calculate bills receivable.
- Check data input in the accounting system to ensure accuracy of final bill.
- Review case notes consistent with billing compliance.
- Reconcile any outstanding discrepancies within the billing cycle/system.
- Issue invoices and bills and send to clients through various channels; e.g., mail, e-mail.
- Manage account balances to discover outstanding debts or other inconsistencies.
- Collect all information needed to calculate bills receivable.
- Issue client account statements periodically or whenever necessary.
- Receive payments through various methods (cash, online payments etc.) and check for credibility.
- Send reminders for payments and contact clients when assigned.
- Update accounting records with new payments, balances, client information etc.
- Explain charges to clients, answer client questions and handle client complaints about bills.
- Financial Reports
- Submit information regarding all claim denials to Financial Manager in a timely manner.
- Maintain confidentiality.
- Strong attention to detail.
- Good math and communication skills.
- Proficient in computer skills and technology.
- Accurate and meticulous data entry.
- Strong clerical, administrative and general office skills.
- Exceptional calculation and memory skills.
- Good organizational and time-management skills.
- Good working knowledge of relevant software.
- Good understanding of basic accounting principles.
- High School Diploma or equivalent.
- Administrative technology certificate or associate degree is preferred.
- Experience working as a Clerk.
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