Accounting Specialist

Description

POSITION SUMMARY: The Accounting Specialist will support the Controller and Assistant Controller by managing and maintaining financial records, processing transactions, and ensuring accuracy in financial reporting. Duties will be comprised of accounting transactions, data entry and administrative tasks while contributing to our mission of providing exceptional services to individuals with developmental disabilities.  

KEY RESPONSIBILITIES: (Other duties and projects will be assigned as necessary.)

Expense transactions

• Obtain manager approval on all vendor invoices and employee expense reimbursements.
• Ensure all recurring payments are received and processed in a timely and accurate manner.
• Manage debit and credit card transactions and reporting to ensure supporting documentation is provided.
• Prepare vendor payments on a weekly basis.
• Prepare the weekly bill pay list and submit checks with supporting documentation for final approval and signature.

Restricted funds compliance (PSA and NAFS)

• Ensure monthly funds are distributed to clients in compliance with their budgets
• Reconcile client accounts monthly in compliance with DMH standards

Vendor Management

• Maintain and monitor all vendor contracts to ensure they are up-to-date and meet company needs
• Manage subleases for our clients in the Residential homes
• Manage utility relationships for our Residential homes

Contract Management

• Prepare letters of intent and contracts for new revenue relationships.
• Manage and prepare annual out-of-state, school and transportation contract renewals in a timely and accurate manner

Operational Efficiency

• Support the development and implementation of technology solutions to enhance financial operations.

Other Duties

• Perform other duties and special projects to support various organizational initiatives as assigned.
• This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.
• Maintains strictest confidentiality adheres to all HIPAA guideline/regulations
• Prepare reports for directors and other superiors monthly, or as requested
• Coordinates with accounting counterparts as needed in any area of the Business Office
• Plan and prioritize workflow to ensure al timelines are met
• Identifies and manages initial client concerns and escalates to Controller, if required.

FUNCTIONAL AREAS AND COMPETENCIES

CORE COMPETENCIES

1. Integrity and Professionalism: Operates with professionalism and integrity in all aspects of the role, including interactions with coworkers, clients, and external contacts. Communicates in an open, honest, respectful, and consistent way. Demonstrates humility, sharing recognition and fault equally. Treats all employees as equal contributors.
2. Collaboration and Teamwork: Works cooperatively to achieve common goals by establishing and maintaining productive working relationships, sharing knowledge, and building consensus. Shows willingness to understand, respect, and support alternative perspectives, opinions, and ideas. Willingly contribute to other teams as Subject Matter Experts and share knowledge with others. Recognizes the contributions of others and gives credit when credit is due.
3. Client/Customer Focus: Establishes and nurtures strong, sustainable, and collaborative relationships with clients, both internal and external. Actively seeks to understand and exceed internal/external client needs. Seeks and uses input and feedback to strengthen internal/external customer relationships and improve outcomes. Engages the internal/external customer as a partner in delivering service.
4. Innovation and Initiative: Voluntarily looks for better ways to get things done and/or generate new ideas; acts independently without waiting for direction. Shows interest in learning new skills and performing new tasks. Sees beyond the “tried and true”; avoids staying in a comfort zone. Identifies ways to incorporate new practices into existing frameworks.
5. Adaptability: Responds positively to changing circumstances by altering behavior to better fit different situations. Willing to make appropriate changes in work methods/processes. Overcomes obstacles to achieve results. Adjusts timelines, results, and expectations appropriate to changing needs.
6. Accountability: Takes responsibility for all work activities and personal actions. Respects confidentiality – appropriately handles confidential information. Meets or exceeds agreed-upon expectations; follows through on commitments. Accepts responsibility for positive and negative outcomes of work.

TRAINING AND DEVELOPMENT

1. Required company training.
2. Training deemed necessary by the supervisor.

Requirements

 Qualifications:

Associates degree in a relevant field or equivalent work experience.

Minimum of 3 years of experience in bookkeeping or accounting experience.

Familiarity and basic understanding of financial transactions.

Adept at problem solving and implementation of solutions.

Must have the ability to apply principles of logic to problems at hand.

Must have highly developed communication skills.

Experience in the healthcare or ABA industry is highly desirable.

Commitment to ethical standards and professional integrity.

Must be proficient with Microsoft Office, Word, and Excel.

Good time management skills and ability to prioritize work. 

PHYSICAL DEMANDS:

General note: When moving clients or other heavy items, please ask for assistance if the task you are trying to complete requires more than one person. Please consult with your HR team for a full definition of any terms used below.

Seldom (1–5%): Balancing, crawling, pinching.

Occasionally (6-33%): pushing, pulling, lifting, grasping, repetitive motion. Medium to heavy work: Exerting 50-100 lbs. occasionally and/or more than 50 lbs. of force frequently to lift, carry, push, pull, or otherwise move objects, including the human body.

Frequently (34-66%): Sedentary to light work: Exerting 10-20 lbs. of force occasionally and/or a negligible amount of force frequently or consistently to lift, carry, push, pull, or otherwise move objects, including the human body.

Continuously (67-100%): Walking, sitting, typing, talking, stooping, kneeling, crouching. Hearing and visual acuity are required for the position (including close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus). If needed by position “driver status,” the employee must maintain visual acuity adequate to operate a motor vehicle.

Machines, Tools, and Equipment:

Seldom (1 –5%): Hardware tools and automobile (driver status only).

Occasionally (6-33%): Cooking tools, copier, shower, fax, calculator, cleaning tools,

Frequently (67-100%): Computer, writing instrument and telephone.

WORKING CONDITIONS: This position is performed primarily indoors at the administrative office; however, it does travel to client locations for tours and visits.

While performing the duties of this job, the employee sometimes works near moving mechanical parts and is occasionally exposed to the risk of electric shock (cooking, cleaning, assistance in activities of daily living, etc.). The employee is also occasionally required to function in narrow aisles or passageways. The noise level in the work environment is usually moderate but may be high during a resident’s crisis.

Travel for this position occurs between locations, outside training, conferences, etc., as required.

ACCESS TO PHI/CONFIDENTIAL INFORMATION: This role will access Protected Health Information (PHI) and confidential information, including financial information, employee relations information, etc.

EQUAL EMPLOYMENT: Equal Opportunity is and shall be provided for all employees and applicants for employment based on their demonstrated ability and competence without unlawful discrimination based on their race, color, national origin, ancestry, religion, sex, pregnancy, sexual orientation, gender identity, gender expression, age, disability, protected veteran status, or any other status protected by applicable state or federal law. This policy shall not be interpreted to violate the legal rights of religious organizations, or the recruiting rights of military organizations associated with the Armed Forces or the Department of Homeland Security of the United States of America.

ADA STATEMENT: To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform essential job functions.

ACCOUNTABILITY/IMPACT (Degree of answerability for actions, consequences of errors in judgment, and legal liabilities): Errors in judgment or mistakes could cost the organization loss of revenue, loss of clients, and/or negatively impact BHA’s reputation.