Position Description

Accounting Specialist

POSITION SUMMARY:

Under the direction of the Chief Financial Officer, the Accounting Specialist will be responsible for all activities in both the accounts payable and the payroll functions. They will assure accurate and timely tabulations of employee hours, wages and maintain accurate records of payroll and all employee leave time in accordance with TRIHCI policies. They will assure the timely payment of vendor invoices and expense vouchers and maintain accurate records. The Accounting Specialist must be able to communicate well and be able to establish rapport with TRIHCI Board members, employees, patients and their families. He/she must be sensitive to the needs of the Indian community; its cultures, traditions, behavior patterns, and background. The Accounting Specialist must be familiar with the goals and objectives of the Health Center, also maintains genuine enthusiasm for the success of TRIHCI’s health programs and consequently exercises a strong sense of stewardship in developing and maintaining community relations.

ESSENTIAL DUTIES, AND RESPONSIBILITIES:

1. Match requisition forms, purchase orders, and receiving reports to invoices;

2. Check invoices for accuracy;

3. Prepare A/P Authorization for Payment forms for approval checking to ensure proper account coding for funds, department and proper general ledger account;

4. Calculate and prepare checks for outstanding invoices; ensuring all discounts are properly utilized.

5. Monitors payments on wage garnishments, housing and child support payments.

6. Ensures proper vendor information is maintained for Federal funding regulations and year end 1099’s.

7. Prepares and issues IRS form 1099 in accordance with IRS guidelines.

8. Assists in preparing documents for annual audits and any grant audits.

9. Provides departments information on their expenditures and makes corrections where necessary.

10. Collects employee timecards and any leave request forms ensuring that the employee has the time available.

11. Compiles and verifies employee regular and overtime hours.

12. Enter hours into the payroll system and run the Register Prior to Processing report for approval of the Staff Accountant and Chief Financial Officer.

13. Submits payroll for processing.

14. Works with HR to process employee termination calculations and final pay.

15. Distributes paychecks to Department Heads in accordance with TRIHCI policies.

16. Monitors status of accrued vacation and sick leave.

17. Ensure that all year end payroll reports are prepared and distributed in accordance with IRS regulations.

Additional Responsibilities may include:

a. Participate in all required staff meetings including any necessary training courses.

b. Perform general office duties or other responsibilities as needed and assigned.

QUALIFICATION: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed here are representative of the knowledge, skills, and/or abilities required. In accordance with the Americans with Disabilities Act (ADA), reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

KNOWLEDGE, SKILLS AND ABILITIES:

1. Must have good communication skills, be able to effectively communicate with diverse populations, and be willing to convey responsibilities to patients.

2. Demonstrate the ability to work independently in carrying out assignments while remaining reliable and dependable.

3. Demonstrate professional competency in office abilities, including the maintenance of confidentiality.

4. Possess basic computer and database software operation knowledge and demonstrate a working knowledge of routine office hardware and equipment (e.g. printers, copiers, fax machines, etc.).

5. Must demonstrate the ability to maintain accurate records and prepare clear and accurate reports for informational, auditing, and operational use, including capacities for attention to detail and for reviewing and verifying accuracy of data.

6. Possess the ability to organize and follow one’s own work schedule (i.e. setting priorities, being available during work hours, and meeting critical deadlines).

7. Possess the ability to perform well in group problem-solving situations and use reason even when dealing with highly emotional topics.

8. Possess the ability to become knowledgeable of health needs and services provided to the Indian community both on and near the reservation.

9. Demonstrate the competency and integrity to maintain the confidentiality of organizational, employee, and client records.

10. Possess the ability to deliver effective training and presentations on technical subjects to large and/or small groups of various educational and cultural backgrounds.

11. Possess knowledge of federal, state and local laws and regulations governing record keeping.

12. Must know 10-key by touch, able to type 45 wpm with minimal errors with a typing certificate affirming typing speed that is less than 90 days old.

EDUCATION AND/OR EXPERIENCE:

1. A high school diploma or equivalency is required for this position.

2. One year of general clerical bookkeeping experience, OR completion of an approved full charge bookkeeper program, OR other bookkeeping-office support program from an accredited business/community college or adult school.

CERTIFICATE, LICENSE, REGISTRATION:

Possess a valid California Driver License and be insurable with the Tule River Indian Health Center Inc insurance agency throughout employment.

Preferred Qualifications and Contingencies

TRIHCI maintains a drug- and alcohol-free workplace, and all offers of employment are contingent on the successful completion of a criminal background check, a post-offer drug test and physical, and verification of each candidate’s right to work in the United States.

Physical Work Environment: The description provided here is representative of those conditions in which the Accounts Payable Technician will be required to perform the essential functions of this position. As stated earlier, reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.

While performing the duties of this position, the Accounting Specialist is situated in a standard office environment within the health center, where there is little or no exposure to variations in the weather or other similar elements. The Accounting Specialist will move throughout the health center to meet with supervisors and co-workers but maintains no-direct patient/client contact. Consequently, the Accounting Specialist must:

Possess the mobility to work in a standard office setting (i.e. walk, stand, or sit for extended periods of time).
Posses the ability to use standard office equipment to write, type, copy, fax, or perform other duties.
Possess the strength to lift and carry supplies weighing up to 15 lbs repeatedly and up to 45 lbs intermittently.
Possess the visual acuity to read printed materials and a computer screen; and
Demonstrate hearing and speech capabilities that allow him/her to communicate in person and over the telephone as required,

The clinical setting at TRIHCI is categorized by OSHA as a Blood-borne Pathogen Category I facility. Consequently, there exists the potential for exposure to blood, body fluid/tissue, and infectious waste. There also exists the potential for exposure to chemicals, biologicals, toxicants, and irradiants found on-site.

Disclaimer:

This position description lists the major duties and requirements for the Accounting Specialist position as established by subject-matter experts and the Human Resources Manager at the time of this document’s creation. This position may require additional performance of duties and responsibilities beyond those outlined in this document, and thus may require additional sets of knowledge, skills, and abilities not fully articulated herein.