Accounting Specialist Job Springfield area,Illinois USA,Administrative/Clerical

Position: Accounting Specialist (4651)

This individual assists the OB/GYN Business/Administrative Associate & the OB/GYN fiscal team in the daily coordination and monitoring of accounts, bookkeeping, vouchering, and purchasing for the Department. Specific and pertinent knowledge is required to perform the various functions necessary to this position.

The following information is intended to be representative of the work performed by incumbent in this position and is not all inclusive. The omission of a specific duty or responsibility will not preclude it from the position if the work is similar, related or a logical extension of position responsibilities.

Demonstrates, by actions, commitment to the mission and the behavioral standards of SIU School of Medicine. Provides excellent service to both internal and external customers through collaboration and partnership; compassion and respect; integrity and accountability; diversity and inclusion; as well as continuous learning and improvement.

Departmental and Clinical Purchasing Responsibilities (40%)

Initiate, coordinate, and implement departmental purchasing activities, paying careful attention to identify the proper funding source for each purchase.

Act as a fiscal contact for department personnel for all clinic, research and administrative supplies.

Assist placing orders for all clinical and research purchases (as assigned) of commodities, pharmaceuticals, equipment, etc.

Work with clinical nursing staff and research personnel to clarify the specifics of an order.

Contact vendors for availability and pricing information.

Obtain quotes from vendors for equipment purchases and availability of products.

Update ordering information.

Arrange for return of unwanted items.

Work with vendors to establish ship-to and bill-to accounts for the various clinic and research laboratory locations within the Department.
Prepare department purchase requisitions to establish blanket purchase orders, encumbering funds for payment of services, supplies, etc. per SIU Procurement guidelines.
Place orders without side vendors via website, telephone, FAX, written correspondence, etc.
- Initiate contact with sales representative or vendor customer service.
- Confirm pricing and availability of any purchase discounts or promotions.
- Provide purchase order numbers, when applicable.
- Confirm and/or provide billing and shipping address information.
- Provide credit card information for payment if allowed under the PCard guidelines.
- Confirm ship dates and arrange for any extraordinary delivery needs.
Prepare forms to adjust Purchase Orders as necessary.
Follow up on receipt and acceptance of orders in AIS/Medbuy to allow payment to be processed.
Act as one of our Departmental PCard holders and as a Reviewer for Department of OB/GYN user transactions.

Review completed PCard transactions in JPMorgan to ensure charges are to appropriate departmental accounts. Ensure receipts and all relevant support documentation is provided by the cardholder for PCard transactions.

Departmental and Clinical Accounting Responsibilities (40%)

Process assigned disbursements, preparing Invoice Distribution Vouchers to pay departmental bills, ensuring that:

Pertinent invoice numbers are identified.
Payment is designated out of appropriate departmental account.
Paperwork conforms to School of Medicine and Healthcare policies.
Appropriate signatures are obtained. Appropriate documentation is attached.

Copies sent to all pertinent parties.

Electronic filing system is maintained and updated.

Process bi‑weekly payroll and fringe benefits for the OBGYN department. Maintain accurate payroll and fringe benefit records and trackers for each employee.

Responsible for assignment costing changes, personnel/budget changes, and retroactive account adjustments for bi‑weekly employees. Monitor and follow up with payroll reports and Continuing Position Staffing Plan to ensure processed accurately.

Review documentation submitted and prepare Travel Voucher for employee reimbursement of travel expenses in accordance with SIU Medicine and Healthcare policies.

Assist staff with the process and completion of the authorization for travel and reimbursement forms.

Maintain a travel reimbursement…


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