Accounting Clerk

Accounting Clerk

Division:
Administration

Department:
Fiscal Services

Supervised By:
Director of Fiscal Services

FLSA Status:
Non-exempt/Regular/Full-time

Effective Date:
July 2026

The primary responsibilities of the Accounting Clerk will be the receipt of cash, checks and electronic transfers for Hamilton Center, Inc. as well as responsibilities related to Accounts Payable and Payroll. The position requires the ability to work independently and to prioritize tasks.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Compile the daily deposit and electronic funds transfers to maximize earnings, to complete the daily cash logs for the General Ledger side of Fiscal Services as an accounting for patient payments collected, and to record all other income received by Hamilton Center, Inc.
• Coordinate deposits of the outreach locations, to assure that internal controls are adhered to by the various offices in Fiscal Services for funds of the organization. Provide guidance, update forms, and relay procedures to the outreach locations assisting them in properly depositing funds.
• Accumulate information for the creation of the cash receipts spreadsheets that are used to generate journal entries for recording patient payments and other income at month end.
• Summarize special billing invoice status using the accounting software program to monitor and report invoice date, amount, payment receipts, and aging.
• Summarize grant and donation cash receipts by utilizing an Excel spreadsheet to assist in monitoring funding sources.
• Secure electronic transmission of funds from third party payers and contractual entities as allowable.
• Track utility payments for the Center using an Excel spreadsheet, import cell phone and data card billing information from data provided by the vendor to generate accounts payable vouchers for payment, and work with the Operations Department on allocation of costs.
• Coordinate credit card machinery and service to all locations within the Center. Service is to include training, service from the vendor, and ensuring supplies are available.
• Assist in the coordination of the conference registration process, vouchering payments to employees and vendors.
• Review and update Accounting Department Operations Manual procedures that relate to the Accounts Receivable function and processing conferences.
• Maintain the filing and storage of Accounting Department retained documents by logging all stored boxes, coordinating movement from the Main Center to Ft. Harrison storage, and marking boxes for disposal.
• Coordinates ordering for internal and external supplies needed by the Accounting Department, receiving all order goods, and organizing all stored supplies.
• Review and update Fiscal Department Operations Manual procedures that relate to the Compile and process information tied to the functions of the job tasks being performed.
• If assigned, process all income exceptions (resident doctors, on call, PTO payout, shift differential, educational assistance, loan payments, client payroll, short-term disability, special and spot bonus pay, etc.).
• If assigned, process employee travel expense reports. Assure accuracy and non-duplication track by employee and pay period and determine that appropriate approval and coding are included prior to uploading expense reports via the biweekly payroll process.
• If assigned, verify PTO reports against time sheets and exempt reports to assure that PTO is paid correctly, and that additional PTO is accrued correctly.
• If assigned, process payroll on a biweekly basis following established internal controls of verifying and entering time transactions, generating direct deposit advises and checks, transferring electronic data to the bank for payment, transferring intercompany funds to cover payroll, and distributing payment forms to employees.
• If assigned, monitor updates to health, life, and other payroll deduction rates.
• If assigned, process payroll tax liability and benefit deduction payments utilizing reports from the accounting software system to verify, calculate, vouch, and submit telephone and electronic payments or request checks for other payments.
• Assist in compiling data throughout the month to aid in the creation, calculation, or allocation of totals through journal entry into the general ledger.
• If assigned, process information to maintain…