Staff Financial Accountant

JOB DESCRIPTION

DEPARTMENT: FINANCE

JOB TITLE: STAFF FINANCIAL ACCOUNTANT

I. BASIC FUNCTION:

The Staff Financial Accountant assists in development of organization financial statement and department financial report preparation. Prepares payroll, accounts payable and related information for accurate reporting for the organization and departments and payments and reimbursements to vendors and staff, respectively. Enforce corporate policies and procedures pertaining to the payroll process and accounts payable. Contacts managers/employees to obtain information needed to complete payroll processing and accounts payable processing. Serves as the subject matter expert for the Monthly Patient Access Report.  

II. INTRADEPARTMENTAL RELATIONSHIPS:

Department Officer: Chief Financial Officer

Reports to: Chief Financial Officer and/or Senior Accountant

Supervises: None

Works Closely With: Chief Financial Officer, Senior Accountant and Revenue Optimization Analyst 

III. PRIMARY RESPONSIBILITIES:

1. FINANCIAL:

• Completes monthly reconciliation of operating, money market, and flexible spending bank accounts. Ensures the monthly Bank Reconciliation activities are performed in a timely and accurate manner.
• Prepares insurance and membership dues prepaid schedule, as well as, importing journal entries into Sage Intacct accounting system. 
• Provides WIC Grant records such as backup monthly invoices and other grants as assigned. 
• Assists with the preparation of quarterly revenue and expenditure report for the Title X Family Planning Program including revenue and expense reclassification journal entries.
• Assists with end-of-month and fiscal year-end tasks including activities related to external audits (including 990 preparation) such as preparing schedules, providing documentation, and answering questions as needed.
• Assists with financial projections actual compared to budget. Assists in developing proformas.
• Prepares Monthly Patient Access Report (Provider Productivity Report), graphs and analysis. 
• Pharmacy: Generate & Record Pioneer daily report: Sales, COGS, Dues from Others; Record Daily Pharmacy End of Day Cash Reconciliation; Generate Pioneer Unclaimed month end report; Import & Balance CC Receipts into Sage Intaact. 
• Assists with fiscal year-end tasks including activities related to external audits such as preparing schedules, providing documentation, and answering questions as needed. 
• Assists with end of month closings including the preparation of journal entries for depreciation expenses, prepaid schedules, and grant revenue as well as importing journal entries into Sage Intaact accounting system.
• Fixed Assets: responsible for maintaining fixed assets records. Updates monthly to reflect additions and deletions and proper recording of depreciation expense/amortization.
• Manages financial transactions associated with grant funds (IE. Preparing monthly invoices for School Based, Dental Mobile, as well as RUNG quarterly invoice).

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• Administer the health center’s 401(k) plan and coordinate the annual audit.

2. PAYROLL:

• Responsible for the completion of bi-weekly payroll to comply with federal, state and local wage and hour standards, which include:
• Gathers and audits timekeeping data and resolving issues.
• Enters and updates statistical, financial and employee data including direct deposit, tax 

withholding and wage garnishments.

• Develop spreadsheets and reports to verify accuracy.
• Maintains 401K deduction records and participates in the completion of Form 5500 and funding of the employee and employer contributions.
• Provides and allocates payroll information for various grants. 
• Works with Paylocity to maximize system technology into current operations, as well as maintains current knowledge of Paylocity. Also evaluates other system alternatives.
• Maintains accurate records of payroll, payroll taxes, employee deductions, and information for the ACA reporting forms 1094 and 1095.
• Maintains current knowledge of payroll regulations and advises Chief Financial Officer when changes are necessary.
• Ensures accurate calculation of wages, retro-pay, overtime, bonuses, tax withholding, benefit deductions and garnishments. Administers the direct deposit programs and manages the timesheet process for non-exempt and exempt employees.
• Prepares all payroll journal entries to properly record expenses, including payroll accruals, liabilities associated with payroll, benefits, tax withholding, etc. and importing into Sage Intaact accounting system.
• Provides and allocates payroll information for various grants. 
• Runs Paylocity reports for various internal and external users.

3. CASH RECEIPTS

• Ensures all daily bank electronic and credit card deposits are recorded and imported in Sage Intaact Bank Services. Responsible for packing up of prior year receipts and accounts payable documents after audit completion.
• Manages daily check/cash receipts. Prepares daily check/cash receipts collected by the Front Desk for All Sites including the In-House Pharmacy Window as well as importing into and or posting to Sage Intaact Cash Management.

4. ACCOUNTS PAYABLE:

• Responsible for the completion of processing accounts payable on a bi-weekly basis and any related follow-up, which include: 
• Reviews and processes of invoices, expense reports, petty cash reimbursements, and check requests. Ensures appropriate forms are submitted, and approval signatures are used on all invoices before processing.
• Assigns correct vendor numbers and appropriate general ledger codes to all invoices (Expense account, site, department, and funding source).
• Check past due balances and ensure non-duplication of payments. Ensures vendor information (Changes in address, etc.) is accurate and current in the Accounts Payable address book.

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• Communicates with vendors, maintains relationships with vendors accounts receivable representatives and advises on priority of payments.
• Processes checks and prepare mailings or initiates online and/or by phone payments.
• Prepares monthly vendor account reconciliations and analysis to ensure accuracy of vendor balances. 
• Completes monthly reconciliation of accounts payable. 
• Prepares annual 1099.
• Provides documentation and assists with the annual audit.

Participates in special projects and performs other duties as assigned.

• Daily bank runs for change and deposits.
• Assists with annual UDS reporting in preparation of the expenditures report.  
• Maintain accurate records of grants reporting and billings.
• Assists with annual Medicare and Medicaid Cost Report preparation.

IV. PERIODIC DUTIES:

1. Contributes to Health Center community health activities outside of regular job responsibilities.

2. Participates in Health Center staff problem solving groups.

3. Attends and participates in department meetings, etc. as assigned.

4. Performs other duties as assigned.

V. WORKING RELATIONSHIPS:

Inside Health Center: All inclusive.

Outside Health Center: Accountants at other community health centers, etc.

VI. APPROVED WORK LOCATIONS:

1. Carondelet 
2. Dutchtown 
3. Forest Park Southeast
4. University City
5. Rung for Women
6. Places for People
7. Any other approved locations added in the future.

VII. QUALIFICATIONS:

1. Bachelor’s degree in Accounting required, or

2. Five (5) years or more of accounting work experience related to financial statements and department financial statement preparation and financial analysis preferred.

3. Knowledge of Generally Accepted Accounting Principles (GAAP).

4. Experience with Sage Intacct / Sage 300 Accounting Software and other accounting systems.

VIII. PHYSICIAL REQUIREMENTS:

1. Regularly required to sit for extended periods while working at a computer, reviewing financial documents, and performing data entry. 

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2. Regular use of hands and fingers to operate a keyboard, calculator, computer mouse, and other office equipment. 

3. Must be able to communicate clearly in person, by phone, and electronically to discuss financial information, resolve discrepancies, and collaborate with internal departments. 

4. Must be able to read and interpret financial statements, spreadsheets and detailed numerical data. 

5. Ability to life and carry office materials such as binders, files, or small boxes typically weighing up to 10-20 pounds. 

6. Occasional standing, walking, bending, or reaching to retrieve files, access office equipment, or attend meetings. 

IX. CONFIDENTIALITY:

Respect for and maintenance of client and staff confidentiality is required.

The above responsibilities/duties describe the chief function (requirements) of the job (holder) and are not to be considered a detailed description of every responsibility/duty (requirement) of the job (holder).

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Chief Executive Officer Date

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Job Holder Date

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Supervisor Date

09/2017

Reviewed/Revised 08/2026