Accounting Assistant

RESPONSIBILITIES AND DUTIES:

Accounts Payable Process vendor invoices through the accounts payable system.

Research and resolve invoice exceptions.

Download invoices from vendor portals and ensure timely processing.

Manage the Accounts Payable email inbox and respond promptly to vendor inquiries, invoice submissions, and payment requests.

Prepare weekly payment batches based on approved payment schedules and cash flow.

Maintain vendor records and documentation.

Establish and maintain positive working relationships with vendors.

Banking & Cash Management Download daily bank activity into Quick Books.

Prepare the daily banking activity spreadsheet for leadership.

Allocate merchant credit card activity using merchant account reports.

Allocate remote deposits and EFT deposits by location.

Upload Positive Pay files through the online banking system.

Review and resolve Positive Pay exceptions

Open and distribute mail, processing invoices and payments as appropriate.

Prepare and process daily bank deposits.

Retrieve documents from the lockbox.

Payroll & Benefits Support Enter payroll journal entries into Quick Books.

Prepare payroll allocation spreadsheets.

Prepare employee benefit allocation spreadsheets, including health insurance, 401(k), and other employee benefit allocations.

Record related benefit allocation journal entries as needed.

General Accounting Prepare and enter journal entries into Quick Books.

Reconcile bank accounts and credit card accounts.

Assist the Accounting Manager with month-end closing activities.

Review accounting transactions for accuracy and completeness.

Prepare annual 1099 filings.

Assist with annual audit and tax preparation.

Present supporting schedules, reconciliations, and requested documentation to the CPA during the annual tax preparation process.

Maintain organized accounting records and supporting documentation.

Scan, file, and maintain financial correspondence and accounting documents.

Assist with special accounting projects and perform other duties as assigned.

Post patient payments by recording cash, checks, and credit card transactions.

Post payments from electronic remittance advices (ERAs) and verify funds received via check or electronic funds transfer (EFT).Update receivable balances by totaling paid and unpaid claims.

Process patient or insurance refunds in the electronic medical record (EMR) system following established policies and procedures.

Summarizes receivables by maintaining claim accounts; coordinating monthly transfer to accounts receivable account; verifying totals; preparing report.

OTHERS:

Maintain confidentiality of patient, employee, and company information in accordance with HIPAA and company policies.

Attend meetings and training sessions as required.

Support a positive and collaborative work environment.

Perform other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

Strong attention to detail and organizational skills.

Ability to manage multiple priorities and meet deadlines.

Strong analytical and problem-solving skills.

Excellent verbal and written communication skills.

Ability to work independently and as part of a team.

Maintain a high level of confidentiality when handling financial information.

Proficient in Microsoft Office 365, including Excel and Outlook.

Experience with Quick Books or similar accounting software.

Familiarity with Electronic Medical Record (EMR) systems is a plus.

Knowledge of insurance payments and medical practice operations is preferred.

Education:

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

High school diploma or equivalent required.

Equivalent combination of education and accounting experience will be considered.

Experience:

2–3 years of accounts payable, bookkeeping, or accounting support experience preferred.

Experience in a healthcare or medical office environment is a plus, but not required.

Experience with Quick Books or similar accounting software preferred.

Experience with Microsoft Excel and Office 365

PHYSICAL DEMANDS:

Requires prolonged sitting with occasional standing, walking, bending, stooping, and reaching.

Requires manual dexterity to operate office equipment, including computers, telephones, copiers, scanners, and other office equipment.

Requires normal vision and hearing with or without reasonable accommodation.

May occasionally lift or move up to 30 pounds.
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