Acctg Specialist

Hale Na au Pono

Waianae, HI

Expired: over a month ago Applications are no longer accepted.

$18 to $22 Hourly
Full-Time

Job Description

POSITION

Accounting Specialist

REVISION DATE

PROGRAM

Admin Fiscal

03/20/2024

POSITION SUMMARY

This position is responsible for the accurate and timely processing and recording of transactions involving payments of payables, receipts/collections of checks/cash, in both the operating and group home companies and Sage 50. Acts as back up for payroll and billing functions.

REPORTS TO

Fiscal Officer. This position is also guided by the position description, program policies and procedures, applicable State and Federal laws, and the standards and requirements of the pertinent professional organizations and disciplines.

CLASSIFICATION

Full-Time, Non-Exempt

COMPENSATION

$18.00 - $22.00

I. CORE FUNCTIONS

Accounts Payable

In-charge of accounts payable.
Ensures adequate and appropriate documentations supporting the disbursement of funds.
Verifies invoices, statement of accounts, receipts and other supporting documents in support of the appropriateness and the mathematical accuracy of the amounts requested to be disbursed.
Ascertain that charges are made to the correct expense codes and allocated to the proper cost centers. Maintains updated spreadsheet of the cost allocation of the disbursement made.
Ensures that schedule of payments are made when payments are due in order to avoid late charges when feasible. Consults with the Fiscal Officer when cash flow situation could not permit the release of checks on time. Maintains a system that enables the classification of checks according to the urgency of their release to the vendors.
Secures signatures on the checks and ensures the checks released have the required approved signatures.
Maintains updated vendor files, ensuring the vendors are coded appropriately in Sage 50 namely Tax or Payroll etc. correct mailing addresses; ensures that PAID check request forms are placed in vendor folders in a timely manner.
Records each disbursement in Sage 50 by entering the purchase journal entries in the proper month when expenses incurred. Maintains the purchase journals, ensuring proper referencing.
Processes checks according to the Sage 50 procedures; maintains the chronological sequence of the checks. Maintains the check register.

Cash Receipts

Payroll and Related Payroll Disbursements

AMHD Billing

Administrative Duties

Monitors vendor ledgers in Sage 50, making sure that vendor credit memos and voided checks are recorded accurately and in the proper accounting period. Maintains the assignment of vendor codes in the Sage 50 system.
Maintains a file of VOID checks; in chronological order and the reason why the check is being voided.
Acts as Agency contact with various vendors, in matters of delayed payments, questions on invoices and the like.
Receives checks from the mail; receives cash initially receipted by the front desk. May be asked to issue receipts for cash ONLY when front desk staff is not available.
Maintains an updated cash receipts log by receipt number, date of receipt and the amount received from the front desk Receptionist. Responsible in ensuring the chronological sequence of the receipt numbers.
Prepares the deposit slips, and organizes the documentations of such deposits before recording in Sage 50 and the Cash Flow spreadsheet.
Will be trained to act as back-up to Fiscal Service Specialist II in the absence of.
Enter the payroll into Sage 50 journal entry.
May be asked to review timesheets for accuracy.
Acts as alternative to the Fiscal Service Specialist II in posting and sending Group Home billings when the latter is not available.
May assist in data entry for billing purposes.
May be asked to maintain files other than vendor files in accordance with the agency filing procedures.
Ensures that files are updated and complete for audit purposes.
Prepares labels and mail out letters.
Will assist in responding to requests for documents from other programs during agency audits.
Tasked with keeping files such as cash receipt folders, group home client fiscal folder, etc.
May attend meetings when necessary.

II. OTHER FUNCTIONS

Ensures that consumer rights and confidentiality are protected in accordance with Agency policy.
Performs other related duties as may be requested.

III. QUALIFICATIONS

Knowledge / Abilities

Word processing and Excel spreadsheet skills required.
Ability to organize work, set priorities and follow through completion. Ability to multi-task.
Personal warmth and the ability to communicate with co-workers, vendors and consumers.

Education

High School Diploma or GED equivalent from an accredited institution.

Experience

Physical Requirements

A minimum of four years of experience as a clerk or equivalent position.
Work experience should show progressively increasing levels of responsibility.

Within reasonable modifications, must be physically able to perform efficiently the duties of the position. Any physical condition which could cause the applicant to be a hazard to himself/herself or to others will disqualify him/her for appointment.

IV. OTHER REQUIREMENTS

Must possess a valid State of Hawai`i driver’s license and have access to an automobile.
Availability to work flexible hours, including nights, weekends and holidays.
Provide consent and necessary information for a criminal background check.
Consents and submits to drug testing according to agency policy and procedures.
Provides evidence of full vaccination against COVID-19 to work on agency controlled/owned properties.
Able to complete all physical requirements of the job with or without a reasonable accommodation.