Accounting Specialist - AP at Whidbey General Hospital

JOB SUMMARY

The Accounting Specialist AP is responsible for completing timely and accurate accounts payable, accounts receivable and general accounting tasks in support of the organization’s financial operations. The Accounting Specialist uses systems to prepare disbursements and generate electronic funds transfer or checks as required, as well as balances general ledger accounts by auditing information, identifying and resolving discrepancies and preparing journal entries for review, and handles the organization’s miscellaneous billing processes including the cash receipting process and daily posting of Physician office payments. The Accounting Specialist acts as a point of contact for employees and managers with questions regarding Accounting processes and procedures and may be asked to complete additional tasks as needed to support department functions.

PRINCIPLE FUNCTIONS includes the following, other duties may be assigned:

            Accounts Payable:

• Prepares invoices for payment, checking quantities, charges and accuracy of item costs. Coordinates with materials Management as needed to avoid discrepancies between standard payments and invoices with P.O. entries.
• Prepares Accounts Payable related Journal entries for review.
• Ensures correct filing and storage of non-entered, entered not paid, paid and in-dispute invoices and vouchers.
• Performs vendor and vendor statement reconciliations as needed.
• Processes voided/canceled warrants and affidavits for lost warrants.
• Reconciles returned goods, no charge items and works with Materials Management to maintain accuracy of the outstanding purchase order listing.
• Supports system upgrades and testing.

The Accounting Specialist AP may support the Accounts Receivable and General Accounting functions as assigned:

Accounts Receivable:

• Handles the organization’s miscellaneous billing processes which includes creating invoices and statements, collecting and recording/posting monies, and follow up collection activities. Responsible for daily posting of Physician office payments.
• Responsible for maintaining the daily misc. cash receipting process.
• Provides support to cash posters and cashier in processing of daily cash receipts, insurance payments, patient self pays, and miscellaneous monies; in recording and accounting all EFTs received through the bank including maintaining of log sheet by vendor; in maintaining of returned check logs; and in preparation of daily bank deposit, handling of petty cash change fund and other miscellaneous duties.

• Processes credit and void related payments and transactions.
• Prepares journal entry adjustments as required for the integrity of the receipting process.
• Acts as the internal point of reference for handling online payment system processing questions. Provides basic procedural training instructions for processing payments.
• Reviews daily cash deposit for accuracy, takes deposit to bank, and maintenance of daily records.
• Responsible for annual unclaimed property process and reporting. Includes compiling of outdated warrants, contacting individual owners of warrants, re-issuing of checks and submission of documentation and monies to the state. In addition, checks state unclaimed properties for items that may be due to WGH, at least twice a year.
• Responsible for daily cafeteria cash and register reconciliation processes and prepares monthly sales reports.
• Coordinates information with the Accounting Manager and/or Controller for critical payments such as federal grants, such information may also come through EFTs.

General Accounting:

• Acts as the primary departmental resource for entering most of the monthly journal entries into GL system. Resolves discrepancies as needed prior to entering and posts reversal entries.
• Performs compliance review for Physician Services payments to comply with Federal STARK laws. Responsibilities include reviewing of paperwork submitted for physician reimbursement requests and directorship payments, verifying accuracy of requests to contracts, giving written approval for payments prior to posting of requests for payment and updating database spreadsheet with detailed contract and payment information. Maintains a hard copy system of contracts and upkeep of electronic contract matrix.
• Supports the Accounting Manager and/or Controller with special projects as assigned.
• Assists with the assembly of data for assigned audit work schedules and assigned cost report worksheets.
• Supports the bank reconciliation process by conducting follow up and documenting batches of date service and paid, date received, date deposited, and date posted to the GL.

JOB KNOWLEDGE & QUALIFICATIONS

Education

• High school Diploma
• Associate’s degree in Business, Accounting or Finance preferred.

Training and Experience

• Three (3) years of experience and knowledge of accounting general ledger including journal entries and balance sheet reconciliation.
• Prior experience in a healthcare related setting strongly preferred. 

Certificates, Licenses, Registrations

Not Applicabls

OTHER SKILLS & ABILIITES

• Must be able to apply knowledge of accounting general ledger systems, journal entry preparation and account reconciliations.
• Must be able to apply knowledge of general accounting and data support systems including Quickbooks and Microsoft applications such as Outlook, Word, Excel and Access. Additionally, knowledge and experience using Meditech software strongly preferred.
• Must be able to demonstrate the ability to think critically and analytically, and demonstrate an attention to detail when completing all work.
• Must be able to plan, prioritize, and organize work assigned within communicated deadlines and with minimum supervision.
• Must possess effective professional interpersonal skills as well as excellent service skills in all interactions with the ability to communicate effectively on the phone, in person and in writing.
• Must be able to communicate effectively with all levels of employees in the organization and have the ability to build and maintain inter-and-intradepartmental relationships.