Accounting Specialist - Health Administrative Services

JOB Marion County Health & Human Services is seeking an organized, positive, and collaborative Accounting Specialists position.This position will be a Full-Time accounting specialist employee that can collaborate with other departments as well work independently. This employee will be responsible for the departments’ intergovernmental invoicing, internal invoicing, tracking and reconciliation. As well as accounts payable, work with Purchase Orders and Procurement Card monitoring and reconciling.Apply today to learn more about how you can serve our community in fulfilling the mission, vision, and values of Marion County Health & Human Services!GENERAL STATEMENT OF DUTIESPerform detailed accounting work including financial record keeping in the assigned area of specialty, prepare and analyze financial, statistical and accounting summaries and reports. SUPERVISION RECEIVEDWork under the supervision of a supervisor who assigns work and reviews results for conformance to department policies and standards. SUPERVISION EXERCISEDSupervision of other employees is not a responsibility of positions in this class. However, incumbents may exercise lead responsibility over other employees. EXAMPLE OF DUTIES Accounts ReceivableResponsible for tracking and invoicing all Grant Requirements timely and accurately. This includes tracking the Oregon Health Authority pass through Part C invoices. Recording large payments onto a spreadsheet and into Teller. Having a full understanding of what invoicing needs to be done and what we have received.Daily task checking for incoming payments received through US Bank, Department of Administrative Services (DAS) and Oregon State Treasury and entering Teller system. Daily intake of rent checks and other checks that come into Administration through the clinic and inputting into Teller. Rent checks and other receivable tracking. Communicate with programs with any areas of concern.Responsible for tracking of incoming invoicing done by other programs.Inputting internal costs allocations onto a Journal Entry or receiving Journal Entries done by programs for tracking purposes.Reconciling all invoicing with General Ledger. Run the AR Aging report to monitor past-due invoices, make sure all accounts have been received, balance any outstanding invoices, and follow up with contractors.Purchase OrdersAssist with setting up contract purchase orders (POs). Responsible for monitoring of POs working closely with contracts team, management, finance, and service area staff to ensure that correct account numbers are used. Getting authorization for adding lines to purchase orders when funds are used up. Maintain payment sheets in Excel to track payments, by service element, for contracted providers.Accounts PayableAssists with processing all accounts payable payments for the department. Matching payments with Purchase Orders. Independently research payments and correspond with department staff and external agencies to resolve billing discrepancies or vendor issues. Keep accounts current and resolve problems. Prioritize workload to meet deadlines, managing urgent or time-dated items, arranging backup for absences.Redacting, scanning, Laserfiche, and mail.P-CardsManage department Pcards (purchasing card system). Request cards as needed, setup and delete users, manage responsibility spreadsheet, act as resource for questions. Assure monthly transactions are completed by all levels of responsibility card holder, manager and auditor. Responsible for archiving p-card records. Assist with online p-card purchases including working with staff and management on travel arrangements. Assist staff and management with purchasing related issues and ensure purchasing policy is followed. Audit PCards for Accuracy.General Finance & AdministrationWork collaboratively and cooperatively with County Finance in an effort to ensure accurate record keeping is maintained. Make sure that purchasing policy guidelines are being followed by MCHHS employees. Make sure payments are in compliance with County policy and good accounting practices. Provide occasional user training for Health and Human Services (MCHHS) staff and management. Collaborate with Management Analyst and Budget Analyst 1 employees. This includes obtaining provider insurance renewals as well as cleaning out and archiving contract files. Send all contractor liability insurance renewals to Billing Supervisor. Perform cash control of service areas (emergency petty cash and change box). Monitor safe. Generate a summary report and distribute it to service area supervisors. Open MCHHS mail. Attend meetings.Track copier leases for MCHHS and notify Office Managers prior to leases expiring. Reset machines and compute usage charges by service code quarterly. Work with vendor on new leases. Problem-solve with IT to obtain accurate meter readings for each machine.Upload Reports onto Health Finance Website. Other duties as assigned by your supervisor.Response Level 2: In the event of an emergency, employee makes a reasonable effort to report to work. Employee may be required to perform duties outside of their regularly assigned duties. Employee may be requested to work an extended or flexible schedule. Staff at this response level must complete Incident Command System 100 and 700 on-line or in-person training.