Clerical Support Specialist

Job Summary

The Clerical Support Specialist supports the finance department with accounts receivable and payable functions within the company's finance department. This role plays a crucial role in maintaining company billing processes, resolving payment discrepancies, and ensuring timely collection of outstanding invoices to optimize cash flow and maintain positive customer relationships. This role also includes timesheet and payroll procedures, managing accounts receivable processes, and ensuring accuracy and efficiency in billing operations.

Key Responsibilities:

• Invoice Processing:
  • Receive, review, and process invoices for goods and services received by the facility.
  • Ensure accuracy, completeness, and proper authorization of invoices.
• Vendor Communication:
  • Communicate with vendors to address inquiries, resolve discrepancies, and obtain necessary documentation.
  • Establish and maintain positive relationships with vendors.
• Purchase Order Matching:
  • Match invoices with purchase orders and receive documentation to verify the accuracy of charges.
  • Investigate and resolve discrepancies promptly.
• Payment Processing:
  • Prepare and process payment batches, including checks, ACH transfers, and electronic payments.
  • Ensure payments are made within established terms and deadlines.
• Expense Coding:
  • Assign appropriate expense codes to invoices for accurate financial reporting and tracking.
  • Collaborate with department heads to allocate expenses to the correct cost centers.
• Recordkeeping and Documentation:
  • Maintain organized and up-to-date records of all accounts payable transactions.
  • Archive and store documentation according to retention policies.
• Month-End Reconciliation:
  • Assist in month-end closing activities related to accounts payable.
  • Reconcile accounts payable sub-ledger with the general ledger.
• Expense Analysis:
  • Analyze accounts payable data to identify trends, cost-saving opportunities, and areas for process improvement.
  • Provide insights to the finance team.
• Compliance:
  • Ensure compliance with internal policies, accounting standards, and regulatory requirements in accounts payable processes.
  • Collaborate with auditors during financial audits.
• Team Collaboration:
  • Collaborate with the finance team, purchasing department, and other relevant departments to facilitate smooth accounts payable and receivable processes.
  • Support Human Resources on timesheets and payroll procedures.
  • Provide support and training to staff on accounts payable procedures.
  • Provide support as needed to Vice Presidents.

Qualifications:

• High school diploma or equivalent; additional education in Finance, Accounting, or a related field is a plus.
• Previous office clerical experience, accounting, and/or payroll preferred.

• Strong attention to detail and accuracy in data entry.
• Effective communication and interpersonal skills.
• Proficiency in using general office equipment and Microsoft programs, including Microsoft Excel.

Working Conditions

• Works in office area(s), warehouse, and pharmacy.
• Moves intermittently during working hours.
• Is subject to frequent interruptions.
• Is involved with coworkers, customers, and customer representatives, family members, residents, personnel, visitors, government agencies/personnel, etc., under all conditions and circumstances.
• Is subject to hostile and emotionally upset residents, family members, personnel, and visitors.
• Communicate with the designated facility staff, nursing personnel, residents, or family members.
• Works beyond normal working hours and on weekends and holidays when necessary.
• Is subject to call back during emergency conditions (e.g., severe weather, evacuation, post-disaster, etc.).
• Is involved in community/civic health matters/projects as appropriate.
• Attends and participates in continuing educational programs.
• Is subject to injury from falls, burns from equipment, odors, etc., throughout the workday, as well as reactions from dust, disinfectants, tobacco smoke, and other air contaminants.
• Is subject to exposure to infectious waste, diseases, conditions, etc., including TB and the AIDS, COVID-19, and Hepatitis B viruses.

Specific Requirements

• Must be a supportive team member, contribute to and be an example of teamwork and team concept.
• Must possess the ability to make independent decisions when circumstances warrant such action.
• Must possess the ability to deal tactfully with customers, personnel, residents, family members, visitors, government agencies/personnel, and the general public.
• Must not pose a direct threat to the health or safety of other individuals in the workplace.

Physical and Sensory Requirements (with or without reasonable accommodation) (With or Without the Aid of Mechanical Devices)

• Must be able to move intermittently throughout the workday.
• Must be able to read, speak, and understandably write the English language.
• Must be able to cope with the mental and emotional stress of the position.
• Must function independently, and have flexibility, personal integrity, and the ability to work effectively with customers, residents, personnel, and support agencies.
• Must meet the general health requirements set forth by the policies of this company, which include a medical and physical examination if the position requires.
• Must be able to push, pull, move, and/or lift a minimum of 50 pounds to a minimum height of 5 feet and be able to push, pull, move, and/or carry such weight a minimum distance of 50 feet.

All Other Duties as Assigned. I understand this and its requirements; I understand that this is not an exclusive list of the job functions and that I am expected to complete all duties as assigned; I understand the job functions may be altered by management without notice and that I am an at-will employee.