Accounting Specialist

Hawaii Island Community Health Center

Job Title-Accounting Specialist

Department-Finance

Position Function SUMMARY

The Accountant Specialist is a critical role within the Finance and Accounting Department. In this role, the specialist will be responsible for the accurate deposits of mail funds received, Accounts Payable invoice entry (not coding of AP), Purchasing, Travel Arrangements and maintenance of other financial data that supports effective management and decision making throughout the organization. The position will be responsible for recording financial transactions and preparing account analyses relative to assigned duties. The position will also be expected to optimize software systems, including on-line processes, Management Information Processing (MIP) General Ledger and other module utilization while assisting in the preparation of monthly and annual processes and reports. This position reports to the Accounting Manager.

II. ESSENTIAL DUTIES AND RESPONSIBILITIES

This position may have various work assignments within HICHC. This description is intended to be generic in nature, and as such it does not detail all duties and responsibilities of the job assignment. Various duties, responsibilities and accountabilities may be assigned to an incumbent in this position depending on program needs, and may include but not be limited to the following:

• Daily reconciliation and deposit of cash receipts and journals from clinic locations, and mail sources, and recording of each in spreadsheet or general ledger, as required.
• Purchasing general office supplies and maintaining the General Office Supply Storeroom.
• Purchases administrative and clinic supplies (or responds to clinic personnel who submit purchases with assigned PO number/approval for their cart orders).
• Purchases supplies or equipment, etc. on company credit card, when required, and obtains and maintains back up documentation for credit card confirmation orders.
• Purchases Company ‘Approved Travel Requests’, including lodging, ground and air transportation, misc.; excluding CME which is reimbursement to qualified employees.
• Responsible for issuance and tracking of Clinic Receipt Books, and sequential numbering.
• Responsible for exchange of printer cartridges per requirements of Xerox and Ricoh.
• Sorts packing slips showing receipt of goods by clinic and administration.
• Acts as a backup to AP Data Entry Position.
• Performs assigned month-end closing activities including journal entries, and account analysis, to ensure its integrity and timeliness, when requested.
• Contributes accounts payable or deposit data related to monthly and annual financial statement closing processes, including requirements for closure of grants and contracts.
• Performs special analysis/research as required, and recommend changes related to job duties.
• Contributes to the external audit processes with supporting documents, prepares schedules, if requested, and answers inquiries, and any other preparation as needed.
• Supports and cross-trains in other positions for back up when needed, and to assure smooth flow in operations, while maintaining separation of duties.
• Other duties as assigned.

III. POSITION SPECIFICATION

Requirements of Position

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience

• A minimum of 2 years related accounting/bookkeeping or other related office experience.
• Two years finance related education preferred (accounting experience may be substituted).
• Experience with Management Information Processing (MIP), on-line payroll processing systems, or similar accounting software desirable.

Knowledge, Skills and Abilities

• Proficient in Microsoft Office, specifically Excel.
• Strong interpersonal and communication skills, both oral and written.
• Excellent attention to detail and time-management skills.
• Ability to plan and manage multiple projects.
• Must work well in a team environment.

Language Skills

• Ability to read and interpret documents such as government regulations and guidelines, patient records, operating and maintenance instructions, procedure manuals, etc.
• Ability to write at a minimal level of competence, including internal reports and memoranda.
• Ability to communicate with diverse groups of people to include staff and providers and patients.
• Ability to communicate effectively with patients and their families to make their visit a pleasant experience.
• Sensitivity to the multicultural nature of the service area population and may be required to communicate in another language.

Personal Characteristics

Personal characteristics include: being a team player, self-starter working well with minimal supervision, high integrity, good personal habits, regular work attendance, courteous and friendly, able to work well with diverse groups of people, organization of multiple tasks and projects, and gain and maintain respect of others, both inside and outside HICHC and the communities it serves.

Confidential and Sensitive Information

Because the employee has access to personal and professional data regarding individual employees and their families, personal data regarding individual patients and the families, and/or sensitive company financial data, an essential job result is the maintenance of a high level of confidentiality of the information processed by the employee. Violation of this confidence may result in disciplinary action, including termination of employment.