Job Description

Primary Purpose of this Position

The primary purpose of this position is to assist in the day-to-day bookkeeping functions of the facility in accordance with current acceptable accounting practices and as directed by the Administrator, Director of Finance or accountant.

Duties and Responsibilities

Administrative Functions

• Maintain records of financial transactions in accordance with established accounting procedures.
• Assist in implementing the day-to-day functions of the accounting department.
• Assist in preparing monthly financial statements including balance sheets and income and expense reports as required.
• Assist in preparing payroll.
• Assist in reconciling bank statements for facility and resident accounts.
• Coordinate Payroll-Based Journal (PBJ) data as required by the Centers for Medicare and Medicaid Services (CMS).
• Compute payroll taxes, accrual of benefits and use of benefit time (i.e., sick days, etc.).
• Prepare quarterly accounting of resident funds managed by the facility including any interest accrued.
• Provide discharged or expired residents with a final accounting of the resident trust, interest and issue a check within 30 days as required by CMS.
• Forward invoices to appropriate department personnel for approval of payment.
• Track capital expenses and depreciation schedules in accordance with requirements.
• Follow written policies and procedures that govern the accounting functions of the facility.
• Maintain an individual payroll record (hardcopy or electronic) for each employee’s earnings in accordance with current regulations governing such records.
• Maintain a filing system for purchase orders and packing slips.
• Maintain W-2 and W-4 deduction authorizations and tax records for each employee.
• Monitor and collect accounts receivable; prepare accounts receivable reports and refer delinquent accounts to the credit department as necessary/directed.
• Prepare and mail statements in accordance with established billing procedures.
• Prepare and verify quarterly payroll reports as required.

Duties and Responsibilities

• Prepare monthly totals of open invoices, accounts payable, cash disbursements, etc., as directed.
• Process and post daily charge slips to resident accounts.
• Process and verify payment of invoices on a timely basis and provide reports as required.
• Verify invoices received for quantity, unit price, extensions and discounts.

Staff Development Functions 

• Attend and participate in mandatory facility in-service training programs as scheduled (e.g., Occupational Safety and Health Administration (OSHA), tuberculosis (TB), Health Insurance Portability and Accountability Act (HIPAA), abuse prevention, etc.).
• Attend and participate in workshops, seminars, etc., to keep abreast of current changes in the long-term care field as well as maintain a professional status.

Equipment and Supply Functions

Ensure that an adequate supply of accounting supplies and equipment are on hand to meet the day-to-day operational needs of the facility.

Budget and Planning Functions

Assist department directors in preparing department budgets in relation to projecting payroll cost.

Working Conditions

• Works in office areas as well as throughout the facility.
• Moves intermittently during working hours.
• Is subject to frequent interruptions.
• Is involved with residents, family members, personnel, visitors, government agencies/personnel, etc., under all conditions/circumstances.
• Is subject to hostile and emotionally upset residents, family members, personnel and visitors.
• Works beyond normal working hours on weekends and holidays and on other shifts when necessary.
• Is subject to callback during emergency conditions (e.g., severe weather, evacuation, post-disaster, etc.).
• Attends and participates in continuing education 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 and Hepatitis B viruses.
• May be subject to the handling of and exposure to hazardous chemicals.
• Communicates with the medical staff, nursing personnel and other department directors.

Education

Must possess, as a minimum, a high-school diploma or its equivalent.

Experience

Must have, as a minimum, three (3) year(s)experience in bookkeeping or accounting practices. Experience in health care accounting preferred but not required.

Specific Requirements

• Must be able to read, write, speak and understand the English language.
• Must possess the ability to make independent decisions when circumstances warrant such action.
• Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel and the general public.
• Must work harmoniously with other personnel, residents and officials.
• Must possess the ability to plan, organize, develop, implement and interpret the programs, goals, objectives, policies, procedures, etc., that are necessary for providing sound accounting techniques.
• Must be able to understand and carry out written and oral instructions.
• Must have patience, tact, cheerful disposition and enthusiasm as well as be willing to handle residents, staff and visitors based on whatever maturity level at which they are currently functioning.
• Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing accounting practices.
• Must be competent with Windows operating system, accounting software and spreadsheets.
• Must possess the ability to examine and verify financial documents and reports.
• Must be able to prepare financial and other records in a systematic, neat and legible manner.
• Must not pose a direct threat to the health or safety of other individuals in the workplace.

Physical and Sensory Requirements (with or without the aid of mechanical devices)

• Must be able to move intermittently throughout the workday.
• Must be able to speak and write the English language in an understandable manner.
• Must be able to cope with the mental and emotional stress of the position.
• Must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met.
• Must function independently, have flexibility, personal integrity and the ability to work effectively with residents, personnel and support agencies.
• Must meet the general health requirements set forth by the policies of this facility which include a medical and physical examination.
• Must be able to relate to and work with ill, disabled, elderly, emotionally upset and, at times, hostile people within the facility.
• Must be able to push, pull, move and/or lift a minimum of 25 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.
• Maybe necessary to assist in the evacuation of residents during emergency situations.

Job Position Analysis Information

(1)Risk Exposure to Blood/Body Fluids Column:

A check mark entered into this column indicates the risk potential of your exposure to blood or body fluids. Established procedures identify the appropriate personal protective equipment (PPE) that you should use when performing this task.

(2)Essential Functions Column:

A check mark entered into this column indicates that you maybe required to perform this task.

(3)Safety Factors Column:

RM= Repetitive Motion:

A “RM” in this column indicates that it will be necessary for you to perform some functions of this task repeatedly. When such tasks are not performed properly injury can result. Established procedures identify the precautions and/or equipment that should be used.

WL= Minimum Weight Lifting Requirement:

A “WL” in this column indicates that it will be necessary for you to perform functions of this task that require some lifting, moving, pushing or pulling. When such tasks are not performed properly injury can result. Established procedures identify the precautions and/or equipment that should be used when performing this task. Minimumweight lifting requirements that you must perform are located in the “Physical and Sensory Requirements” section of this job description.

1.4SB= Prolonged Sitting, Standing and Bending:

A “SB ”in this column indicates that some functions of this task require you to sit, stand or bend for an extended period of time. When such tasks are not performed properly injury can result. Established procedures identify the precautions and/or equipment that should be used when performing this task.

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