Accounting​/Payroll Clerk

Location: Holyoke

JOB SUMMARY:

The Accounting/Payroll Clerk I is an entry-level finance position responsible for supporting the daily accounting and payroll functions of Melissa Memorial Hospital. This role performs routine accounting, payroll, and clerical duties while maintaining the accuracy, integrity, and confidentiality of financial and employee records.

Primary responsibilities include processing payroll, maintaining payroll-related records, assisting with accounts payable and accounts receivable activities, data entry, account reconciliations, financial record maintenance, and administrative support for the Finance Department. The Accounting/Payroll Clerk I works under close supervision and follows established policies and procedures to ensure compliance with Generally Accepted Accounting Principles (GAAP), payroll regulations, internal controls, and healthcare financial standards.

ESSENTIAL DUTIES:

Enter accounting transactions accurately into the general ledger and financial management systems.

Assist with accounts payable processing, including invoice entry, coding verification, and payment preparation.

Assist with accounts receivable functions, including payment posting and reconciliation activities.

Verify supporting documentation for completeness, accuracy, and appropriate authorization prior to processing.

Match purchase orders, invoices, receiving documents, and other supporting records to ensure payment accuracy.

Reconcile vendor statements and assist with the investigation and resolution of discrepancies.

Maintain organized and accurate financial records in both electronic and paper formats.

Assist with month-end and year-end closing activities, including preparation of journal entries and account reconciliations.

Support employee reimbursement and expense reporting processes.

Assist with preparation of financial reports and supporting schedules.

Respond to routine inquiries from employees, vendors, and department managers regarding payments, account balances, and financial transactions.

Maintain confidentiality of financial, payroll, employee, and patient information in accordance with HIPAA and organizational policies.

Participate in audits and provide supporting documentation as requested.

Perform other accounting, clerical, and administrative duties as assigned.

Payroll Responsibilities Process bi-weekly payroll accurately and timely in accordance with established payroll schedules.

Review payroll records for completeness and accuracy, including employee hours, leave balances, deductions, and benefit elections.

Audit payroll reports and identify discrepancies prior to payroll processing.

Maintain employee payroll records and supporting documentation in accordance with federal, state, and organizational requirements.

Process payroll adjustments, retroactive payments, garnishments, tax with holdings, and other payroll transactions as directed.

Assist employees and managers with payroll-related questions and concerns.

Prepare and distribute payroll-related reports, including paid time off accruals, overtime reports, labor distribution reports, and other workforce-related data.

Ensure payroll activities comply with applicable federal and state wage and hour laws, tax regulations, and organizational policies.

Support preparation of year-end payroll activities, including W-2 processing and reconciliation.

Maintain confidentiality of employee compensation and payroll information.

Compliance and Internal Controls Adhere to established internal control procedures designed to safeguard organizational assets.

Ensure compliance with GAAP, hospital policies, payroll regulations, and applicable federal and state requirements.

Report potential errors, discrepancies, or compliance concerns to management promptly.

Participate in ongoing education and training to maintain competency in accounting and payroll practices.

COMPETENCIES:

Support MMH vision and mission.

Maintain confidentiality of all work information.

Demonstrate an ability to function successfully in a team environment.

Exhibit courteous, compassionate, and respectful treatment of internal and external customers.

Displays a positive attitude and flexibility in changing situations.

Participates in identifying problems and suggesting solutions.

Report any compliance issues as designated in the MMH Compliance Program.

QUALIFICATIONS:

MINIMUM Education

High School Diploma or GED required.

Associate degree in Accounting, Finance, Business Administration, or related field preferred.

Experience Zero (0) to two (2) years of accounting, bookkeeping, payroll, or clerical experience required.

Previous experience in a healthcare setting preferred.

Knowledge, Skills, and Abilities Basic understanding of accounting principles and financial recordkeeping practices.

Basic understanding of payroll processes and wage and hour regulations.

Proficiency in Microsoft Office applications, particularly Excel, Outlook, and Word.

Ability to learn accounting, payroll, and enterprise software systems.

Strong attention to detail and…