Accounting Associate - Accounts Payable… at East Valley… · Pomona

ACCOUNTING ASSOCIATE - ACCOUNTS PAYABLE (4-MONTH TEMPORARY ASSIGNMENT) Reporting to the Chief Financial Officer (CFO), the Accounting Associate – Accounts Payable will be responsible for duties related to accounts payable, vendor management, payment documentation, purchase card reconciliation, and financial data management. The Accounting Associate – Accounts Payable will support the CFO in the goals of the finance department and will work with finance and billing team to ensure that all financial reporting is accurate and transparent.   The Accounting Associate – Accounts Payable will ensure that the Policies and Procedures of EVCHC are followed, and that they support effective program implementation and successful audits in an FQHC environment.    MAJOR POSITION RESPONSIBILITIES AND FUNCTIONS: • Receive mail & date stamp all invoices from all sites; compare invoices to receiving documents, packing slips and purchase orders; contact vendor to resolve any discrepancies; in the absence of an approved purchase order, obtain the necessary departmental approval; code the invoice; input the information into the Accounts Payable system; file the invoice until time for payment. • Review invoices for proper general ledger account, department, program, grant, and cost center coding, as applicable. • Verify that invoices have appropriate approvals and supporting documentation before payment is processed. • Ensure that payments are made in accordance with established policy and timely; print checks and have each signed by an authorized signatory; mail checks when they have been signed; attach check copy to documentation and file. • Prepare payment batches and maintain complete payment documentation, including invoices, approvals, check copies, purchase orders, vendor correspondence, and related backup. • Reconcile the Accounts Payable Aging and the general ledger each month and bring any discrepancies to the CFOs attention. • Ensure compliance with reporting requirements for payments over $600. Obtain W9 forms from vendors and issue Form 1099’s at year end. • Maintain accurate vendor records, including W-9 forms, tax identification information, payment terms, addresses, and 1099 reporting status. • Reconcile monthly statement from American Express purchase card and investigate/correct any variances. • Obtain purchase card receipts, approvals, and coding documentation to support monthly reconciliation and audit readiness. • Manage data and source documentation for finance activity including AP filing, purchase card records, vendor files, payment records, invoice documentation, and other Accounts Payables documents as needed. • Provides support as needed to the Chief financial Officer on special projects or reports related to Accounts Payable, vendor documentation, audit support, grant documentation, and FQHC financial reporting support. • Collate financial reporting materials for government, corporate, and foundation grants, Medicare and Medicaid Cost Reports scheduled reporting and as needed for audits. • Assist with documentation requests related to grant reporting, FQHC compliance, audits, cost reports, and internal financial reviews. • Work closely with all finance and billing team members to find ways to make improvements, perform tasks in line with industry best practices and to support the goals and mission of EVCHC. • Support improvements to Accounts Payable workflows, vendor communication, documentation standards, and internal controls. • Strengthen personal internal and external communications with staff at all levels throughout EVCHC to insure clear understanding and documentation; create and promote a positive and supportive work environment. • Communicate professionally with vendors, department managers, finance staff, billing staff, and clinic personnel to resolve invoice, approval, coding, and payment questions. • Maintain confidentiality of financial, vendor, employee, patient-related, and organizational information. • Consistently reports to scheduled shifts in a timely manner; regularly works full scheduled shift. • Works in a safe manner; keeps work area clean and clutter-free. • Other job duties as assigned. POSITION REQUIREMENTS AND QUALIFICATIONS: • At least 3 years in non-profit accounting experience with Accounts Payables experience required. • Experience in a healthcare, community health center, FQHC, nonprofit, or grant-funded environment preferred. • Ability to work effectively with staff and management. • Ability to set priorities and organize work responsibilities to insure completion of assigned tasks by a given deadline with minimal supervision. • Knowledge of financial operations, applicable laws, and terminology. • Knowledge of Accounts Payable processes, invoice coding, payment processing, vendor management, purchase orders, and payment documentation. • Knowledge of federal and non-federal regulations and operation policies. • Familiarity with grant-funded accounting, cost allocation, and FQHC documentation requirements preferred. • Strong interpersonal skills with a high degree of analytical ability. • Ability to analyze Accounts Payable records, reconcile vendor activity, review expense documentation, and prepare AP-related reports. • Ability to maintain appropriate level of confidentiality. • Familiarity with MAS 90 and Microsoft Office programs. • Proficiency with Microsoft Excel, Word, Outlook, and accounting software. WORKING CONDITIONS/PHYSICAL/MENTAL ABILITIES AND PROCESS: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. • Work requires long periods of sitting, turning, twisting, reaching, speaking, hearing, seeing and ability to articulate clearly, use of hands to finger, reaching with hands and arms. • Ability to work productively in a small office space used by multiple employees. • Ability to work with personal computer for long periods of time. • Travel to and from clinic or meeting sites within geographic service area. DOE: $24.00 - $26.46 East Valley offers a competitive salary, excellent benefits to include medical, dental, vision, and defined contribution retirement plan. You will also enjoy work-life balance with paid time off and paid holidays throughout the year. Please apply to this position with your current resume. Principals only.  Recruiters, please do not contact this job posting. EOE is the Law.  It is the stated policy of EVCHC to conform to all the laws, statutes, and regulations concerning equal employment opportunities and affirmative action.  We strongly encourage women, minorities, individuals with disabilities and veterans to apply to all of our job openings.  We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, or national origin, age, disability status, Genetic Information & Testing, Family & Medical Leave, protected veteran status, or any other characteristic protected by law.  We prohibit Retaliation against individuals who bring forth any complaint, orally or in writing, to the employer or the government, or against any individuals who assist or participate in the investigation of any complaint or otherwise oppose discrimination.