ACCOUNTS RECEIVABLE SPECIALIST

Job Summary 

The Accounts Receivable Specialist is responsible for providing financial, administrative and clerical services in order to ensure effective, efficient and accurate financial operations. The Accounts Receivable Specialist must comply with Generally Accepted Accounting Principles (GAAP), and various federal, state and local grants and contract requirements.

ESSENTIAL JOB RESPONSIBILITIES

Accounting and Finance
• Prepares, reviews and submits all health center invoicing for all grants and contracts adhering to timelines.
• Prepares, reviews and submits subsidiary company invoicing adhering to timelines.
• Post invoices and payments to accounting system.
• Reconciles deferred revenue accounts monthly.
• Reconciles cost reimbursement invoicing to the general ledger monthly.
• Compiles and submit all backup paperwork required for contract reconciliations.
• Updates incorrect charged expenditures identified during general ledger review.
• Responds to inquiries related to contract reconciliations and related charges.
• Post, verifies, balances, and reconciles financial statements, and corrects discrepancies within applicable revenue and expenditure accounts.
• Post customer payments by recording transactions.
• Processes accounts and incoming payments in compliance with accounting policies and procedures.
• Prepares bills, invoices and bank deposits.
• Work with the Accounting Manager to ensure timely closing of monthly financial statements.
• Reconcile A/R aging reports to the general ledger monthly.
• Communicates with data team for labs and Doctors visits required for uploading invoices.

Budget

Works closely with Budget Analyst to create invoicing templates (as required by new grants)
Communicates revenue and expenditures to Budget Analyst and recommends budget modifications based on analysis.

Administration, Auditing and Compliance

Supports all health center external audits as necessary by providing financial reports and documentation as requested.
Verifies transactions comply with accounting policies and procedures, and Generally Accepted Account Principle- GAAP.
Maintains filing system for all grants and contracts, and A/R related documents.
Ensures confidentiality and security of all financial and employee files.

JOB SPECIFICATIONS

Job Knowledge and Skills:
Computer knowledge should include advanced knowledge of Microsoft applications (Word, Excel, and Outlook). Knowledge of Abila MIP Fund Accounting software is preferred. Experience in Adobe Pro is helpful. Excellent written and verbal communication skills are required to deal with external customers and vendors. Must be detail-orientated and possess good time management skills. Strong accounts receivable, general ledger reconciliation, and non-profit accounting for the healthcare industry are strongly preferred. Ability to work with multicultural and diverse population is required.

Contact Responsibility:

The responsibility for internal and external contacts is important.

PHYSICAL REQUIREMENTS

This work requires the following physical activities: constant sitting and frequent talking on the phone, vision for close work, talking in person to funders, and peers. Work is performed in an office setting.

Safety:
Ensures proper hand washing according to Centers for Disease Control and Prevention guidelines.
Understands and appropriately acts upon assigned role in Emergency Code System.
Understands and performs assigned role in health center’s Continuity of Operations Plan (COOP).

Culture of Service: 3 C’s
Compassion
Greets internal or external customer (i.e. patient, client, staff, vendor) with courtesy, making eye contact, responding with a proper tone and nonverbal language
Listens to internal or external customer (i.e. patient, client, staff, vendor) attentively, reassuring an understanding of the request and providing appropriate options or resolutions
Competency
Provides services required by following established protocols and when needed, procure additional help to answer questions to ensure appropriate services are delivered
Commitment
Takes initiative and anticipates internal or external customer needs by engaging them in the process and following up as needed
Prioritize internal or external customer (i.e. patient, client, staff, vendor) requests to ensure prompt and effective response is provided

Other:
Reviews and responds to finance department ticketing system as it relates to accounts receivables.
Provides outstanding customer service to both internal and external customers using the Health Center’s 3C’s of service.
Participate in health center developmental activities as requested.
Other miscellaneous office duties as needed.