ACCOUNTING ASSISTANT

Accounts Payable

• Receive all incoming invoices for processing timely payment (check, credit card, online)
• Track all invoices and expenses, including invoices, credit cards, payroll, and petty cash

• Reconcile credit card statements monthly; prepare required journal entries; fraudulent research charges, contact vendors and staff to ensure receipt of invoices/supporting documentation for each charge
• Maintain vendor files, credit card files, and check files
• Verify funding sources for expenditures and payroll and prepare monthly reports
• Review contractor invoices and make monthly payments per the statement of work
• Ensure receipt of completed IRS W-9 forms from contractors
• Ensure employee information for payroll is complete in QuickBooks (W4, MD507, I-9, Direct Deposit)
• Ensure reimbursable mileage is calculated correctly and reimbursed timely
• Respond to the vendor, contractor, and employee queries regarding RH payments
• Assist with annual budget preparation by providing information on previous year expenditures and spending patterns
• Assist with financial yearly close and audit process; ensuring to record all expenses in the proper year; prepare cost and payroll accruals (and reversals), including review of the RH depreciation schedule, is up to date, pull records and documents requested by the audit team related to accounts payable
• Assist with updating the RH financial management policies and procedures
• Verify and report biweekly on the status of funding sources for expenditures and payroll
• Assist with annual budget preparation by providing previous year expenditures and spending patterns
• Assist with financial yearly close and audit process; ensure the Agency’s depreciation schedule is up to date, pull records and documents requested by the audit team related to accounts payable

Accounts Receivable

• Assist with receiving and documenting incoming funds (checks/money orders/cash)
• Prepare invoices to funders according to contract terms (monthly, quarterly)
• Access each insurance company’s paysite to update RH pay rate schedules and enter billing dates and pay rates for each RH client (weekly)
• Review the authorization dates for active clients and reauthorize as needed or contact the clinician about reauthorizing
• Process billing for each insurer per the hours billed by the RH clinician
• Issue invoice for services from Medicaid, Medicare, and private insurance, ensuring follow up
• Monitor the State’s General Accounting Division website for policy updates and relevant rule changes
• Enter donations in QuickBooks and reconcile to DonorPerfect data in coordination with the Fund Development team
• Prepare an aging report and status of payments
• Maintain the cash receipts journal and information vital for the preparation of the annual report
• Perform monthly reconciliation of RH operations checking, savings, and money market accounts

• Prepare and post journal entries as assigned
• Assist with financial yearly closeout and audit process by ensuring all revenue has been recorded in the proper year and prepare a report of funds to be deferred or restricted

• Verify that the payment matches the amount requested and resolve any discrepancy with the insurance carrier 
• Process approved reimbursement payments to clinicians

QUALIFICATIONS

• Associates Degree or Bachelor’s Degree preferred in accounting or business administration with two to five years of experience.  In place of education, 10-years of progressive, relevant experience

• Successful performance on pre-employment skills test and submission of recent writing sample

PHYSICAL REQUIREMENTS

• Ability to continually work in a fast-paced office environment as well as work remotely, as needed
• Ability to work some evenings and weekends
• Use of private vehicle to reach all areas within the RH jurisdiction, proof of driver’s license and vehicle insurance
• Ability to safely lift 10 pounds
• Ability to undergo and complete the Agency’s background investigation

Roberta’s House Inc., a 501(c)3, community-based nonprofit, was established from the existing bereavement program created by the March Family’s Funeral Service. Its comprehensive bereavement support program was designed to heal the “hearts and minds” of children, adults, and families by tending to their emotional, physical and spiritual needs. The program is governed by a board of directors which provides linkages to a network of health providers, businesses and volunteers. Through peer and non-clinical support, education, empowerment, and community awareness, Roberta’s House offer free programs and services to school-age children, teens, and their families. The grief service focus on 1) those who have experienced the death of a loved one or someone special; 2) those who have family or friends that are survivors of homicide; 3) those living in high crime areas, and 4) those at risk of complicated grief reactions. The counseling programs are designed to restore children and their adult family members to a place of wholeness and provide support through the grieving process.