Accounting Clerk

Job Summary
The Accounting Clerk is responsible for coordinating all incoming and outgoing mail operations for Columbia Valley Community Health (CVCH) while providing clerical accounting support with a focus on Accounts Payable. This position ensures timely and accurate processing, tracking, distribution, and digitization of mail and documents.

In addition, the Accounting Clerk performs routine Accounts Payable functions, including invoice intake, scanning, and data entry support, and serves as the primary backup to the Accounts Payable Specialist. This role requires strong attention to detail, organization, confidentiality, and the ability to manage multiple priorities in a fast-paced environment.

This position plays a critical role in supporting financial operations by ensuring secure document handling and maintaining the integrity of financial records.

Essential Functions: These functions are fundamental to the role and must be performed with or without a reasonable accommodation.

1. Mail Handling

• Receive and process incoming mail and packages from various carriers.
• Sort, open, date stamp, and scan all incoming mail for distribution and electronic workflow.
• Route physical and electronic documents to appropriate departments or individuals.
• Prepare outgoing mail, including weighing, labeling, and applying correct postage (standard, certified, express).
• Maintain logs or tracking systems for incoming and outgoing mail.
• Ensure proper handling of confidential and sensitive documents in compliance with HIPAA and organizational policies.
• Operate and maintain mail processing equipment (postage meter, scanners, mail software).
• Maintain organization, cleanliness, and adequate supply levels in the mailroom.
• Coordinate special handling or urgent deliveries (e.g., legal or time-sensitive documents).
• Assist staff with mail-related inquiries, including tracking and status requests.
• Ensure compliance with postal regulations and CVCH policies.

1. Accounts Payable Support (Clerical Functions)

• Receive, sort, and scan vendor invoices and supporting documentation.

• Enter invoices into the accounting system with appropriate coding review.
• Match invoices to purchase orders and supporting documentation, identifying discrepancies for review.
• Maintain organized and accurate electronic and physical filing systems.
• Assist with vendor records, including W-9 collection and documentation tracking.
• Monitor shared AP inbox and route communications appropriately.
• Support Accounts Payable processes to ensure timely and accurate payment preparation.

1. Accounts Payable Backup Responsibilities

• Serve as primary backup to the Accounts Payable Specialist during absences.
• Process vendor payments (check or credit card) following established procedures.
• Assist with vendor inquiries and resolution of invoice or payment issues.
• Support reconciliation of vendor statements and identification of discrepancies.
• Maintain strict confidentiality of all financial and vendor information.

1. General Accounting / Administrative Support

• Assist with document management, record retention, and audit support.
• Support finance team with clerical and administrative tasks as assigned.
• Ensure accurate and timely data entry into financial systems.
• Participate in process improvement initiatives to enhance workflow efficiency.

Essential Duties & Responsibilities: These functions are fundamental to the role and must be performed with or without a reasonable accommodation.

1. Performs other duties and tasks as assigned by supervisor
2. Start shift on time and meet attendance standards per the FTE assigned in HRIS system.
3. Follow safety policies and maintain a clean, safe work environment.
4. Demonstrate sound work ethics, flexibility, and cultural sensitivity
5. Uphold CVCH’s mission and core values in all interactions.
6. Comply with CVCH policies, Joint Commission standards, and HIPPA regulations.

Non-Essential Functions: These are tasks that are included in the role but are not critical. They may be reassigned or modified without fundamentally changing the job.

• Run ad hoc reports as requested.
• Participate in internal committees or special projects.
• Contribute to internal communications or newsletters.

Qualifications:

Education:

• High School Diploma or equivalent required
• Coursework in Business or Accounting preferred

Certification/Licensure:

• N/A

Experience:

• Minimum of one (1) year of clerical, administrative, or accounting support experience preferred.
• Experience with mail handling, document processing, or accounts payable functions preferred.

Language Skills:

• English and Spanish fluency preferred
• English fluency required

Skills & Competencies needed:

• Strong interpersonal and communication skills
• Analytical and problem-solving abilities
• Ability to manage sensitive and confidential information

Work Environment & Physical Demands:

• Typical office environment
• Sit, stand, walk, often
• Reach occasionally
• Kneel or crouch minimally
• May need to lift up to 10 pounds
• Visual acuity for close and distance work

Exposure to Hazards:

• Moderate noise
• Standard administrative working conditions

Blood/Fluid Exposure Risk:

• Category III – Tasks involve no greater exposure to blood or body fluids than would be encountered by a visitor.

Age-Specific Competency:

• Not applicable – position does not involve patient care.

Telecommuting:

• Not eligible for telecommuting.

Equal Opportunity Statement:

• CVCH is an equal opportunity employer and embraces diversity in the workplace. We are committed to providing a respectful, inclusive, and supportive environment for all employees.

Benefits

*Coverage below based on a 1.0 FTE; Medical, Dental, Paid Leave, Holidays are prorated based on FTE

Compensation

$19.86 - 26.61 (depending on experience)