Finance Administrator

Job Description

Job Description

POSITION PURPOSE

The Finance Administrator is the engine of the Aim Medical Trust’s financial operations. You will own the full-cycle accounting process—from daily transactional accuracy to sophisticated month-end reporting and annual audit preparation. This role ensures the Trust remains fiscally sound, compliant, and transparent for its member cities and towns.

Essential Functions

Essential accounting functions include the following. Other duties may be assigned. ****

Full-Cycle Accounts Payable & Receivable

• Disbursements: Execute weekly/bi-weekly ACH and check runs; verify all expenditures against contracts and authorization forms to ensure 100% accuracy.
• Revenue Management: Digitize and deposit receipts; monitor, track, and post premium collections across multiple systems to ensure timely cash flow.
• Data Integrity: Maintain the Sage accounting system with precise coding by expenditure account and job identification.

Specialized Trust Accounting & Reconciliation

• Benefit Financials: Reconcile monthly COBRA activity, ASO fees, stop-loss premiums, and shared savings payments.
• Claims Auditing: Manage and reconcile the "Summary of Subscribers" and monthly charged claims activity.
• Invoicing: Audit and release monthly premium invoices for member municipalities and insurance carriers.

Reporting, Audit & Compliance

• Financial Statements: Prepare accurate month-end and year-end closings, including adjusting journal entries and financial statement production for management and Trustees.

• Audit & Tax: Lead the annual audit by preparing workpapers and schedules; manage quarterly filings for the Indiana Department of Insurance.

• Treasury: Perform monthly bank reconciliations and investment account reconciliations.

Strategic Operations

• Budgeting: Facilitate the annual budget process under the guidance of the Operations Director.
• Internal Controls: Design and uphold accounting policies to safeguard Trust assets and ensure procedural compliance.
• Relationship Management: Act as a financial liaison for internal teams, Trustees, vendors, and member city representatives.

HIPAA REQUIREMENTS

The Finance Administrator will serve as a member of the workforce of the Aim Medical Trust. Duties include:

• Review and abide by the Trust’s HIPAA privacy and security policies, including the acceptable use policy.
• Protect the confidentiality and integrity of all protected health information.
• Participate in periodic risk assessments conducted by outside vendors for the Trust.
• Participate in periodic HIPAA privacy and security training sessions.
• Notify the HIPAA Privacy Officer of any HIPAA privacy or security breaches.

EDUCATION AND EXPERIENCE

• Bachelor’s Degree required, Accounting or related field of study preferred, CPA preferred
• 3-5 years of related experience with medical insurance accounting preferred
• General understanding of employee benefits including medical, dental, vision, life, and disability coverage
• Knowledge and understanding of municipal government structure and services
• Experience communicating on various virtual platforms

KNOWLEDGE, SKILLS, AND ABILITIES

• Self-starter with exceptional organizational and time management skills
• Ability to communicate with employees at all levels of the organization, members, and officers over all necessary platforms
• Ability to manage multiple projects and deadlines
• Ability to remain confidential with information available
• A high degree of accuracy in managing multi-system data entry and high-volume reconciliations

TECHNICAL/COMPUTER SKILLS

• Proficient in email (MS Outlook), MS Office, especially Excel, software programs
• Experience and/or ability to learn database software systems
• Experience and/or ability to learn accounting software systems, Sage preferred.
• Ability and willingness to effectively use other job-related technology tools, including but not limited to: Image scanners, fax machines, and photocopiers; Multi-Line Phone System.

PHYSICAL DEMANDS

• Ability to stand 1/3 to 2/3 of the time.
• Ability to walk 1/3 to 2/3 of the time.
• Ability to sit over 2/3 of the time.
• Ability to talk or hear from 1/3 to 2/3 of the time.
• Ability to lift over 20 lbs. under 1/3 of the time.

WORK ENVIRONMENT:

• The office work environment is fast paced with minimal to high noise levels and moderate temperatures.
• This position operates within a hybrid work environment. Employees are required to work from the Aim office a minimum of two full days per week. Additional in office days may be required based on job duties, organizational needs, and as directed by the employee’s supervisor
• This position requires working independently as well as part of a team.
• This position requires verbal and face-to-face contact with others daily.
• Frequent use of a computer, general office equipment, and/or personal device (e.g., cell phone, tablet) is necessary.
• The position requires client information to be maintained appropriately confidential.

** The essential duties, knowledge, skills, abilities, work environment, and physical demands described above are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. **