Accounting Assistant

JOB TITLE: Accounting Assistant            FLSA STATUS: Non-Exempt

DEPARTMENT: Finance

REPORTS TO: Accounting Manager  

JOB SUMMARY: Responsible in Accounts Payable process, claim check run process, cash management, provides administrative, and accounting support to the Finance Department.

ESSENTIAL JOB FUNCTIONS:

1. Process Accounts Payable (non-claims) 
   1. Review invoices for accuracy. Responsible in making sure all invoices have been approved by the department head who ordered services or goods. 
   2. Enter invoices to the accounting system. Responsible in double checking the invoice if it’s not entered twice in the system and making sure it is being entered to the proper entity.
   3. Process payments both check and EFT. 
      1. Responsible in making sure to process payments within the vendor term as mentioned in the vendor contract and or in the invoice.
      2. Responsible for sending payment confirmation (if requested internally or by vendors).
   4. Responsible in reconciling vendor statements monthly. Request vendor statements from vendor.
   5. Responsible for assisting in responding to vendor inquiries regarding payments.
   6. Maintain organized records, including filing invoices and attaching invoice copies to QB.
2. Cash Management 
   1. Monitors and track day-to-day transactions in the bank and makes sure they are all recorded in QB. Enter approved journal entry timely and correctly to the correct entity.
   2. Monitors cash transactions to ensure that bank accounts balance to QB and any unusual items are investigated.
   3. Responsible for making sure there is enough cash balance in the bank accounts every day. Submit request for fund transfer if needed.
   4. Responsible for preparing the daily cash position timely and accurate (before 3:30PM daily).
   5. Responsible for tracking the approved recurring internal payments like management fee transfers and claims pre-funding.
   6. Responsible for making sure the prefunding of each payment is done before paying.
   7. Responsible for uploading the positive pay daily, if applicable.
   8. Responsible in assisting cash related routine process including EFT payments for vendors and providers, if needed.

POSITION REQUIREMENTS:

 EDUCATION/EXPERIENCE:

• High school graduate or equivalent.
• Minimum 2 years of experience in accounting/finance 

SKILLS/KNOWLEDGE/ABILITY:

• Microsoft applications proficiency is mandatory 
• QuickBooks proficiency is mandatory   
• Knowledge of accounting principles