Accounts Payable Specialist (Accounting Specialist) - Admin. Services - Health and Human Services at Marion County – Salem, Oregon

• Responsible for setting up 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.

• 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.

• Back-up for Accounting Specialist – A/R.

• Responsible 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.

• Backup for department “P-Cards” (procurement 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.

• 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.

• Work collaboratively and cooperatively with County Finance to ensure accurate record keeping is maintained.

• Make sure that purchasing policy guidelines are being followed by HD employees.

• Make sure payments are in compliance with County policy and good accounting practices.

• Provide occasional user training for Health Department staff and management.

• Collaborate with Accounting and Budget 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 Health Department mail.

• Attend meetings.

• Track copier leases for the Health Department 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 solves with IT to obtain accurate meter readings for each machine.

Other job 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.

1. Graduation from high school or equivalent; AND
2. Two years of experience in responsible accounting and, or bookkeeping work; OR
3. Any satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County.

NECESSARY SPECIAL REQUIREMENTS

• The finalist for this position will be required to pass a criminal history background check, however conviction of a crime may not necessarily disqualify an individual for this position.
• This position may be subject to the following: Must not be excluded from participation in the federal health care programs (Medicaid, Medicare and other federally funded programs that provide health benefits); AND must not be excluded from participating in federal procurement (Federal Acquisition Regulation) and non-procurement activities (Executive Order No. 12549).
• This assignment is represented by a union.
• This is a full-time position, which is eligible for overtime.
• Typical Schedule: Monday - Friday, 8:00 am - 5:00 pm, with flexibility depending upon the needs of the department and program.

PREFERENCES
Supplemental college or business school training in bookkeeping, accounting or government accounting

KNOWLEDGE, SKILLS AND ABILITIES
Detailed knowledge of principles and practices of financial record keeping; accounting and bookkeeping systems, procedures and techniques; financial terminology; financial information systems and spreadsheet software; office practices, procedures and equipment.

Skills and abilities to interpret and process financial documents according to appropriate procedures; accurately count, record and balance transactions; perform arithmetic calculations and enter data with speed and accuracy; operate a calculator, computer terminal, typewriter and other office equipment; analyze and interpret data; exercise good judgment in making finance related decisions; act as an accounting resource to all county departments and assist in applying accounting practices to diverse business environments; establish and maintain cooperative working relationships with vendors, customers and county employees.

PHYSICAL REQUIREMENTS
Stands, sits, moves about the work area, bending forward; reaches overhead; lifts 10 lbs.; carries and pushes items weighing up to 10 lbs. 20 feet; operates a keyboard; speaks in a clear and audible voice; reads 12-point font; distinguish colors; ability to hear at a normal speech level; works in normal office environment and may be exposed to office chemicals.