PRINCIPAL DUTIES AND RESPONSIBILITIES:
General Accounting and Month-End Close
- Prepare, review, and record general ledger journal entries and supporting documentation as part of the monthly and year-end closing processes.
- Prepare recurring, adjusting, reclassification, accrual, deferred revenue, and other accounting entries as appropriate.
- Review general ledger activity for accuracy, completeness, proper classification, and appropriate accounting period.
- Assist with monthly financial close activities and ensure assigned reconciliations and journal entries are completed according to the Finance Department's close schedule.
- Reconcile assigned general ledger accounts and investigate and resolve discrepancies in a timely manner.
- Maintain appropriate supporting documentation for journal entries, reconciliations, account analyses, and financial reports.
- Assist the Controller and Chief Financial Officer with financial statement preparation, account analysis, audit schedules, and other financial reporting requirements.
- Research unusual transactions, variances, and account balances and recommend appropriate accounting adjustments when necessary.
- Assist with year-end audit preparation, Single Audit requirements, cost reports, and other fiscal or regulatory reviews as assigned.
Bank and Cash Accounting
- Prepare monthly bank reconciliations for all assigned operating, payroll, investment, and other bank accounts.
- Investigate and resolve outstanding checks, deposits in transit, unidentified transactions, bank discrepancies, and other reconciling items.
- Prepare and record bank transfers and related general ledger entries.
- Record bank service charges, fees, interest income, transfers, and other bank-related transactions in the appropriate accounting period.
- Review daily cash received from Patient Registration against the Practice Management System to ensure collections and daily close activity reconcile.
- Make or coordinate daily cash deposits as required.
- Perform bi-monthly petty cash reconciliations.
- Perform monthly credit card reconciliations.
- Assist in monitoring cash activity and ensuring transactions are recorded accurately and timely.
Revenue and Receivables Accounting
- Prepare and record patient services revenue adjustments based upon approved supporting documentation.
- Assist with reconciliation of patient service revenue to applicable billing, practice management, and general ledger systems.
- Record revenue in accordance with the appropriate accounting period and applicable revenue recognition requirements.
- Prepare account reclassifications related to capitation payments and other patient service revenue.
- Review and reconcile capitation payments and related general ledger accounts.
- Prepare and record deferred revenue and other timing-related entries, including NYRx payments and similar healthcare reimbursement transactions.
- Assist in researching differences between billing-system activity, cash receipts, revenue reports, and general ledger balances.
- Prepare supporting schedules and account analyses related to patient service revenue and other operating revenue.
340B Accounting and Reporting
- Record 340B revenue in the appropriate accounting period and ensure appropriate supporting documentation is maintained.
- Prepare and maintain the 340B Income Statement and related revenue and expense schedules.
- Reconcile 340B activity between pharmacy/vendor reports, bank activity, accounts receivable, and the general ledger, as applicable.
- Review 340B revenue and expenses for completeness and accuracy and research material variances.
- Assist with 340B vouchering, reimbursement tracking, financial analysis, and reporting.
- Assist Finance leadership with monitoring the financial performance of the organization's 340B program.
- Maintain supporting schedules for 340B revenue, expenses, receivables, and other related financial activity.
Regulatory and Program Reporting
- Prepare or assist with the New York Public Goods Pool report and related supporting schedules.
- Assist in preparing fiscal information required for federal, state, local, managed care, grant, and other regulatory reports.
- Compile financial information and supporting documentation requested during audits, monitoring reviews, grant reviews, and regulatory examinations.
- Assist with healthcare-specific financial reporting and reconciliations as assigned.
- Maintain organized supporting documentation to ensure transactions and reports are audit-ready.
Accounts Payable
- Prepare check requests for non-tax payroll withholdings, including annuities, life and health insurance, garnishments, and other applicable deductions, ensuring accuracy and timely payment.
- Prepare accounts payable vouchers and supporting documentation for grant expenditures and monthly expenditure reports.
- Process Cardinal and other vendor invoices through the computerized accounts payable system.
- Verify invoices against purchase orders and receiving documentation, including quantity, unit cost, and appropriate authorization.
- Review invoices for proper coding, approval, supporting documentation, and accounting period prior to processing.
- Assist with reconciliation of accounts payable activity to the general ledger.
- Research and resolve vendor statement discrepancies, duplicate invoices, outstanding payments, credits, and other accounts payable issues.
- Distribute payroll checks during designated periods, when applicable.
Cash Receipts and Self-Pay Reconciliation
- Receive and validate self-pay and co-payment collections in coordination with Revenue Cycle and/or billing staff.
- Reconcile self-pay activity and cash receipts with the Practice Management System and general ledger.
- Research discrepancies between cash collections, deposits, patient accounts, and accounting records.
- Maintain appropriate documentation supporting daily deposits and reconciliations.
Purchasing and Inventory
- Purchase supplies for the Health Center network, including office, medical, maintenance, furniture, and other authorized items.
- Maintain inventory supplies at designated organizational locations.
- Prepare purchase orders through the organization's purchasing and accounting systems.
- Verify purchase orders, receipts, and invoices and resolve discrepancies with vendors and internal departments.
- Manage vendor relationships, obtain competitive bids, and negotiate rates when appropriate and authorized.
- Track and monitor inventory levels using the organization's accounting system and supporting schedules.
- Assist with researching and negotiating contracts and lease agreements for copiers, medical equipment, and other significant purchases.
- Ensure purchasing activities comply with organizational procurement policies, grant requirements, and applicable funding-source restrictions.
Grants and Special Projects
- Assist with Statewide grant vouchering, reimbursement tracking, expenditure reconciliation, and supporting documentation.
- Assist with reconciliation of grant expenditures to the general ledger and approved grant budgets.
- Prepare accounting schedules and analyses in support of grant reporting and reimbursement requests.
- Assist Finance leadership with special projects, financial analyses, account clean-up initiatives, and process improvements.
- Participate in the implementation or enhancement of accounting, purchasing, financial reporting, and reconciliation workflows.
Internal Controls and Compliance
- Follow established accounting policies, internal controls, segregation-of-duties requirements, and Finance Department procedures.
- Ensure financial transactions are supported by appropriate documentation and approvals.
- Maintain confidentiality of financial, payroll, patient, employee, vendor, and organizational information.
- Identify accounting discrepancies or control concerns and promptly escalate them to the Controller, Chief Financial Officer, or designee.
- Assist with the development and maintenance of standardized accounting procedures, reconciliation schedules, and documentation.
- Maintain financial records in an organized and audit-ready manner.
Other Responsibilities
- Provide backup support to other members of the Finance Department as needed.
- Work collaboratively with Revenue Cycle, Grants, Operations, Human Resources, Purchasing, Pharmacy/340B, and other departments to resolve accounting and financial issues.
- Respond to requests for accounting information and supporting schedules in a timely and professional manner.
- Perform other accounting, financial, administrative, and special-project duties as assigned by the Chief Financial Officer, Controller, or designee.
KNOWLEDGE, EDUCATION, SKILLS, AND ABILITIES REQUIRED:
- Bachelor's degree in Accounting, Finance, Business Administration, or a related discipline preferred; an equivalent combination of education and relevant accounting experience may be considered.
- Minimum of one to three years of progressively responsible accounting experience preferred.
- Healthcare, FQHC, nonprofit, or healthcare insurance accounting experience strongly preferred.
- Demonstrated knowledge of general accounting principles, including journal entries, general ledger accounting, account reconciliations, accruals, revenue recognition, and financial reporting.
- Demonstrated accounts payable and bank reconciliation experience.
- Ability to analyze account activity, identify discrepancies, and independently research and resolve routine accounting issues.
- Strong organizational skills with exceptional attention to detail and accuracy.
- Ability to manage multiple priorities, meet established deadlines, and work effectively within a structured monthly close calendar.
- Strong proficiency in Microsoft Excel, including the ability to prepare and maintain reconciliation schedules and financial analyses.
- Proficiency in Microsoft Office applications, including Excel and Word.
- Knowledge of Microsoft Dynamics or similar accounting/ERP software preferred.
- Experience with healthcare practice management, billing, 340B, or related financial systems is preferred.
- Strong written and verbal communication skills.
- Ability to work effectively both independently and as part of a Finance team.
- Must be mission-driven and committed to supporting the financial integrity and sustainability of Betances Health Center.
