JOB SUMMARY
The Accounting Supervisor ensures that all financial and accounting operations within the Finance department run smoothly. The Supervisor leads the staff and oversees the work in Accounts Payable, Cash Accounting and Payroll. The Supervisor has primary responsibility to prepare the monthly financial statements, monthly reconciliations and journal entries, and grant accounting. Annually the Supervisor coordinates the independent Single Audit required as a grant recipient, prepares financial data for the annual HRSA UDS report, grant accounting and reporting, and supports the budget process. Provides support and expertise of general ledger and payroll systems.
JOB SPECIFIC COMPETENCIES
1. Bank Accounts
a. Monitor daily cash balance in general checking account.
b. Assist CFO in analyzing loan and investment decisions.
c. Reconcile bank accounts to the general ledger on a monthly basis.
2. Cash Disbursements
Supervise staff in coding and posting disbursement transactions.
a. Analyze cash needs and available cash.
b. Review Accounts Payable Checks before disbursement.
c. Act as Administrator of purchasing cards.
d. Review and approve all purchasing card transactions related to the accounts payable, purchasing, and direct report credit cards.
e. Oversee contract payments according to contract limits or payment schedules.
f. Oversee annual 1099 preparation.
3. Cash Receipts and Medical/Dental/Pharmacy Accounts Receivable
Supervise and assist Accounting Specialist I and Accounting Specialist II in preparing, coding and posting all cash receipts.
a. On a monthly basis reconcile Daily Cash Receipts in General Ledger to Practice Management System Aged Receivables.
b. Prepare and file Monthly Excise Tax Return.
4. Miscellaneous Accounts Receivable
Supervise the preparation and mailing of all miscellaneous invoices billed through the General Ledger System.
5. Payroll
Supervise Payroll Specialist in accumulation and preparation of payroll checks.
a. Oversee preparation of all quarterly and annual payroll tax reports.
b. Oversee 403(b) retirement plan and prepare and coordinate year end reports for audit and 5500 filing.
c. Act as backup Administrator of the payroll software in maintaining user accounts as well as earnings and deduction codes.
6. General Journal Entries
Reconcile accounts, prepare and post any adjusting journal entries.
a. Calculate and post assigned standard journal entries.
7. Financial Reporting
Prepare monthly financial statements.
a. Prepare specialized reports as required.
b. Assist with preparation of budgets and forecasts.
c. Assist with monthly budget comparisons.
8. Audits
Reconcile Balance Sheet, Revenue and selected Expense accounts and prepare audit schedules for financial audit.
a. Communicate with Independent CPA regarding audit issues, accounting policies and tax matters.
b. Coordinate industry specific audits as needed.
9. Grant Accounting
Assist CFO/Controller with financial preparation for UDS Report, Federal Grant, State Primary Care Grant and other grants.
a. Monitor cash receipts for appropriate posting of grant funds.
b. Make federal grant draws through the HRSA Payment Management System (PMS) website.
c. Prepare and submit quarterly financial reports to support grant draws.
d. Submit monthly invoices to the State of Washington for our Women, Infants, Children (WIC) program.
10. Records of Contractual Services
Identify contractual labor vendors and insure receipt of a signed IRS Form W-9 at time of first vendor payment.
a. Verify contract payments according to contract limits or payment schedules.
b. Oversee annual 1099 preparation.
11. Physical Asset Records
Maintain Fixed Asset Log for equipment purchases and reconcile to general ledger on a monthly basis.
a. Coordinate annual physical inventory of fixed assets.
b. Prepare annual detail report on equipment and depreciation.
12. Administrative Lead
In absence of CFO and Controller, serve as financial issues resource person for the department.
13. Purchasing Policies and Procedures
Ensures contracting policies and procedures are maintained.
a. Ensures CVCH staff follows established procedures. 5 %
b. Ensures the CVCH contract process complies with city, state and federal regulations.
14. Purchasing and Contracting
Works with CVCH staff to resolve contractual issues including interpreting contract language and negotiation of contract changes.
a. Oversees CVCH's efforts in the participation of cooperative purchases with other 5 % agencies.
b. Supervises and directs purchasing functions such as product/service research, vendor selection, price and contract terms negotiation, and purchase order completion.
15. Supervisory Skills
Performs various administrative supervisory functions including monitoring and evaluating worker performance, establishing work priorities and coordinating schedules, maintaining personnel and payroll records and interviewing, hiring and training staff, and implementing corrective action when appropriate.
a. Identifies goals and vision for team.
b. Guides individuals and teams toward priorities.
c. Clarifies roles and responsibilities of others.
d. Coordinates resources and arranges organizational systems to meet objectives.
e. Develops and implements progressive short-term goals that align with the company's vision and business goals.
f. Cascades goals down to staff's annual objectives. Prepares annual department budgets and monitors monthly performance.
GENERAL DUTIES AND RESPONSIBILITIES
1. Performs other duties and tasks as assigned by supervisor.
2. Expected to meet attendance standards and work the hours necessary to perform the essential functions of the job.
3. Conforms to safety policies, general housekeeping practices.
4. Demonstrates sound work ethics, flexible, and shows dedication to the position and the community.
5. Demonstrates a positive attitude, is respectful, and possesses cultural awareness and sensitivity toward clients and co-workers.
6. Keeps customer service and the mission of the organization in mind when interacting with all clients, co-workers, and others.
7. Employees are expected to embrace, support and promote the core values of respect, integrity, trust, compassion and quality which align with the CVCH mission statement through their actions and interactions with all patients, staff, and others.
8. Conforms to CVCH policies, Joint Commission standards and HIPAA regulations.
JOB SPECIFICATIONS
EDUCATION
Bachelor's degree in Accounting or related field required. Bachelor's degree in unrelated fields may be substituted in combination with applicable work experience.
CERTIFICATIONS/LICENSURE
Certified Public Accountant preferred.
EXPERIENCE
Minimum of three years' experience in accounting to include experience with supervision of staff or three years tenure in a similar position with an organization of comparable size and complexity as CVCH.
LANGUAGE SKILLS
English required
ESSENTIAL TECHNICAL/MOTOR SKILLS
Computer literate, especially related to spreadsheet software and accounting packages. 10-key proficient. Strong knowledge of computer applications and equipment related to work. Proficient keyboarding skills and must have strong experience with Microsoft Office software. Demonstrate effective verbal and written communication skills. Ability to analyze and solve problems. Exhibit strong customer service skills. Ability to represent the organization in a professional manner in a variety of settings, meet people with ease, and excellent communication skills. Ability to interpret and analyze informational needs. Ability to gather data, compile information, and prepare reports. Ability to create, compose, and edit written materials. Records maintenance skills. General office skills (e.g., telephone etiquette, filing, copying, use of office equipment, preparation of meeting agenda and minutes etc.). Well organized under pressure. Computerized database management experience preferred.
INTERPERSONAL SKILLS
Capable of working with minimal supervision. Demonstrated leadership skills. Ability to demonstrate high level of personal integrity in all interactions, and exercise good judgment. Neat, clean, professional appearance, and excellent English skills spoken and written and legible penmanship. Excellent interpersonal and communication skills; ability to work with all professional/technical staff, senior management, and Board Members within the system. Demonstrate strong organizational skills and effective use of time. Must work independently and establish priorities, organizing workload to complement the needs and deadlines of the organization. Demonstrated skill in developing and maintaining productive work teams. Excellent organizational, interpersonal and networking skills with large groups as well as with individuals are essential. Ability to effectively present information and respond to questions from groups of managers, customers, and the general public.
ESSENTIAL PHYSICAL REQUIREMENTS
This job is performed mostly in a typical inside, office environment. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Ability to read forms, computer screens, correspondence and other documents. Must be able to work a flexible schedule.
ESSENTIAL MENTAL ABILITIES
Knowledge of finance and accounting functions, including budgeting, investments, and internal controls. Knowledge of management practices to direct assigned staff. Knowledge of clinic's strategic business objectives and employee performance objectives. Skill in analyzing financial data and preparing appropriate related reports. Skill in relating organizational objectives to financial policies on costs, fees, etc. Skill in exercising initiative, judgment, discretion and decision-making to achieve organizational objectives. Skill in establishing and maintaining effective working relationships with administration and departmental personnel. Skill in identifying and resolving problems. Ability to delegate responsibility and authority to staff. Ability to work creatively with management and department staff to achieve objectives. Ability to communicate clearly.
ESSENTIAL SENSORY REQUIREMENTS
Essential sensory requirements include the ability to: read computer keyboard, monitor, and documents; prepare and analyze documents; read extensively; see, recognize, receive and convey detailed information orally, by telephone and in person; convey accurate and detailed instructions by speaking to others in person and by telephone.
EXPOSURE TO HAZARDS
Worker is subject to inside environmental conditions on a frequent basis with moderate noise. Typical working conditions found in most administrative work areas. Worker has contact with staff and may be exposed to medical conditions presented by them.
BLOOD/FLUID EXPOSURE RISK
Category III - Tasks involve no greater exposure to blood, body fluids, or tissues than would be encountered by a visitor. Category I tasks are not a condition of employment.
AGE SPECIFIC COMPETENCY
Position does not involve patient care - Position will demonstrate general knowledge and 0 % skill to effectively communicate and provide safety measures to all life cycles.
TELECOMMUTING
Position eligible for Partial Telecommuting
* Coverage below based on a 1.0 FTE; Medical, Dental, Paid Leave, Holidays, and CME benefits are prorated based on FTE
Benefit:
Coverage:
Effective:
Medical
Premera (Self Insured)
Preferred Provider
Employee covered - $70.00 per month
Dependents covered - please refer to the benefits Guide 2026 for rates
First of the month following the first date of employment.
Dental
Washington Dental
Employee covered at 100%
Dependents covered at 50%
First of the month following the first date of employment.
Paid Leave
120 hours - Year 1
136 hours - Year 2
Each year after that employee will accrue 8 hours of PTO each year, on their anniversary date, until they reach a maximum of 208 hours at 10+ years.
Paid Leave may be used immediately for sick leave and after 3 months employment for vacation. Maximum accrual cap of 320 hours; hours in excess of 320 hours will automatically transfer into the employees EIB.
Extended Illness Bank (EIB)
Allows for maximum accrual of 200 hours
PTO hours in excess of 320 will transfer into EIB. Employees are eligible to use EIB hours after at least 3 consecutive scheduled working days of PTO (max 24 hours) which have been used for a personal illness and/or a qualifying event under FMLA or the WA Family Care Act.
Holidays
88 hours related to:
• New Year's Day
• Memorial Day
• 4th of July
• Labor Day
• Thanksgiving Day
• Day after Thanksgiving
• Christmas Eve
• Christmas Day
• 3 Diversity Days
Holidays are calculated as 8-hour days if full time, 1.0 FTE, and paid based on the calendar year (January 1 through December 31). Holiday hours will be added to the employee's timecard automatically. If an employee is part-time, as documented in our HR/Payroll system, Holiday hours will be pro-rated. If an employee starts after the calendar year has begun, holiday hours will be prorated based on remaining holidays in the calendar year and diversity days will be prorated as outlined below:
• Jan 1- April 30: 3 diversity days (24 hours if 1.0 FTE)
