The Staff Accountant reports directly to the Accounting Manager, works closely with the Senior Accountant, actively participates within a small team that spans the Finance and Medical Billing departments, and works collaboratively with department heads of the organization in internal and grant reporting.

The Staff Accountant actively participates in the collection and posting of the day-to-day financial transactions in the accounting system, including banking and credit card activity, accounts payable, receivable, payroll and related employee benefit costs. Essential responsibilities include the preparation and submission of bi-weekly payroll, performing routine and periodic account reconciliations, assisting in the close process, ensuring accurate financial records and accounting data, contributing to the efficient financial operations of PPWP, providing necessary support to the department, the organization, and PPWP staff, and ensuring compliance with policies, procedures, internal controls and GAAP.

Payroll

• Process bi-weekly payroll, accumulating support such as payroll changes, manual adjustments, time entry/hour review, etc. in electronic file (i.e. Excel and PDF)
• Maintain current employee information, including known deductions, stipends, etc.
• Ensure the maintenance of accurate employee information within human resource/payroll system for former and current employees
• Analyze timecards each pay period for errors and discrepancies and ensure properly approved by supervisor.
• Ensure all payroll changes communicated are made to payroll system in timely fashion
• Monitor employee sick, vacation and personal time
• Assist in the maintenance of the master Paid Time Off (PTO) schedules & verification of annual benefits allocated within the payroll system.
• Other Duties as assigned

Accounts payable:

• Secure manual purchase orders and/or approvals, review, match and code all invoices
• Process payments for inventory (i.e. ACXSS purchases and manual purchases) by matching invoices to purchase orders and receiving reports, verifying price discrepancies for medical supply purchasing, ensuring payment is not made to vendors until required documentation is gathered confirming receipt of goods.
• Process all check requests, employee and travel reimbursement requests
• Maintain vendor files as well as ensure vendor information is accurately maintained within accounting software.
• Prepare manual checks
• Make electronic payments
• Prepare outgoing checks and remittance advices for the mail
• Prepare and submit all NEC and MISC 1099s annually, including the periodic reconciliation of vendor transactions to 1099 reports within accounting software
• Secure credit card receipts, review coding, and post in accounting software

Accounts receivable:

• Assist in capturing and coding all deposits and similar accounting transactions in the accounting system, whether through data imports from the bank and investment accounts and/or making deposits within the cash module of accounting software.
• Maintain deposit files for accounts receivable by clinic/department
• Reconcile accounts receivable issues with clinics and 3rd parties
• Ensure all deposits are communicated to the responsible departments or 3rd parties, ensuring each transaction is supported by accurate financial records, coded appropriately, and reconciled monthly in connection with month end close.
• Ensure the 3rd party billing service provider receives documentation on all insurance billing deposits and that resulting insurance reimbursement batches are posted and reconciled timely for month end close.
• Assist in the management of grant funds and outgoing expenditures, ensuring correct grant programs are identified and coded in accounting software.

Other Items

• Review Cash Drawer reports in electronic health record system and coordinate with clinic staff to resolve discrepancies
• Assist in capturing and coding all accounting transactions in the accounting system, through data imports from the bank and credit card system as well as posting transactions manually into the various modules within the accounting software.
• Reconcile suspense accounts throughout the month to ensure all transactions are accounted for and cleared or reconciled (i.e. credit card transactions, Development donor perfect batches/deposits, unallocated EOBs and various uncoded bank transactions)
• Assist in the annual audit and tax return preparations, including but not limited to the preparation of audit schedules and audit requests.
• Assist in the preparation of audit schedules and audit requests.
• Other duties as assigned

SKILLS & ABILITIES

Education:

Bachelor’s degree in Accounting or equivalent

Experience:

Minimum three years’ experience

Experience with QuickBooks

Experience with Paychex Flex preferred

Skills:

• Must be detail-oriented
• General knowledge of Generally Accepted Accounting Principles for Nonprofits, accounting procedures, including preparing month-end reports
• Must be comfortable and able to make efficient use of various technologies, such as working with accounting software, payroll systems, web-based modules, importing and exporting data, and maintaining electronic files.
• Must be an effective communicator
• Working knowledge of non-profit tax filing and tax compliance as it pertains to state and federal level regulations.
• Demonstrated ability to work and solve problems independently.
• General understanding of financial application security ensuring that all financial data is secure and complies with confidentiality policies.
• Strong analytical and organizational skills.
• Ability to multi-task and prioritize in a fast-paced, dynamic work environment.
• Ability to collaborate with a small team in a hybrid work environment

Computer Skills Ability to use Google Suite products and Microsoft Office products, experience with bookkeeping software