Staff Accountant

Job Description

Job Description

Position Overview:

Phoenix House Florida is seeking a detail-oriented, highly organized Staff Accountant to perform day-to-day financial operations and ensure general ledger integrity. Reporting to the Controller, this role blends full-cycle, hands-on operational bookkeeping with staff-level accounting duties—including month-end closing, grant management support, revenue cycle oversight, and audit preparation.

Under the supervision of the Controller, the Staff Accountant will work with our finance department to oversee our organization's revenues and expenses. As a Staff Accountant, you will play a crucial role in our finance team, ensuring the accurate and timely processing of invoices, reconciliations, and payments. You will collaborate closely with internal departments and external vendors to maintain efficient and accurate accounts payable processes.

The ideal candidate possesses non-profit accounting experience, strong familiarity with healthcare/behavioral health billing flows, and deep knowledge of GAAP compliance.

Key Responsibilities:

• Daily Operations: General Ledger Management: Ensure invoices are posted to correct expense accounts and in alignment with annual operating budget.
• Accounts Payable (A/P): Process vendor invoices, add new vendors as needed and obtain appropriate clearance and forms (i.e. 1099s), reconcile vendor statements, manage payment schedules, and handle 1099 annual filings. Prepare weekly Accounts Payable Check Run reports and submit for approval. Print checks and deliver for signature by approved signers and post to mail.
• Accounts Receivable (A/R): Monitor patient billing receipts, manage collections, reconcile incoming third-party payer/insurance funds, and post receipts to the general ledger.
• Cash/Treasury: Prepare and send daily cash requirements report to CEO, CFO and COO.

General Ledger & Financial Reporting:

• Prepare monthly journal entries in accordance with U.S. GAAP and input to AIS for approval by Controller.
• Maintain schedules for fixed assets, depreciation, prepaid expenses, and inventory.
• Assist the Controller in monitoring monthly budget vs. actual variances across departments and operational units.

Healthcare & Non-Profit Specific Duties:

• Revenue Cycle Integration: Collaborate with billing and clinical departments to reconcile patient service revenue, co-pays, self-pay billing, and third-party commercial/Medicaid payor receipts.
• Contract Billing: Pull weekly required documentation for contract billing and send emails as needed for any errors or missing information.
• Grant & Contract Support: Maintain cost allocation schedules and support tracking of grant funds, government contracts, and donor-restricted contributions.
• Audit & Tax Preparation: Assist in preparation of schedules and documentation for annual financial audits, single audits (Uniform Guidance, if applicable), and Form 990 tax filings.
• Other: Complete other duties as assigned and in general support organization in all endeavors consistent with the Mission Statement and Behavior Standards.

Required Industry Standard Key Performance Indicators (KPI):

• Ensure payables are entered and processed in 3 days. Timely completion rate must be 100%.
• Vendor payments are to be processed accurately 100% of the time.
• Utilization of vendor discounts offered on early payment terms 100% of the time.
• 100% of the required trainings completed within specified time frames.

Qualifications & Skills:

Required Knowledge, Traits and Abilities:

• Strong attention to detail and accuracy in data entry and reconciliation.
• Excellent communication and interpersonal skills.
• Ability to work collaboratively in a team environment and meet deadlines.
• A commitment to our mission of supporting individuals with substance use disorders.
• Knowledge of accounting principles and practices.
• Familiarity with regulatory and compliance requirements (e.g., W-9's, 1099's).
• Ability to maintain a good working relationship with all co-workers and the general public.
• Ability to remain calm in stressful situations.
• Excellent customer service skills.
• Experience of working in a medical environment highly desired.
• Ability to operate general office equipment in the completion of job responsibilities.
• Effective oral and written communication skills Can produce written communications that are understandable and grammatically correct; listens to understand; and openly and honestly communicates with supervisor, peers.
• Ability to receive and internalize coaching - willingly asks for and accepts performance feedback from supervisor, peers and uses that input to grow, develop, and improve overall effectiveness.
• Ability to work within a Team structure can work effectively within a team environment and can look beyond individual success to recognize the importance of achieving a Phoenix House Florida success.
• Is accountable takes personal responsibility for actions and for achieving outstanding performance results; has a commitment to excellence.
• High energy level has a bias for action and a strong work ethic.
• Functions as a problem solver sees obstacles as challenges to meet and overcome, not as impossibilities; emphasis is on finding solutions to problems.

Education/Experience:

• Minimum of 3 years accounting experience.
• Associate or bachelor's degree in accounting or related field (preferred)
• High School Diploma or equivalent required
• Proficiency in Microsoft Windows, Office (Word, Excel and Access) and internet capabilities.

Licenses/Certifications:

None noted.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

Regularly Required: to sit, use arms/hands to reach, manipulate, handle, or feel objects, tools, or controls; written and verbal communication, ability to hear.

Occasionally Required: to stand, walk, stoop, kneel or crouch and lift and/or move up to 10 pounds.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential duties and responsibilities of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

• A typical office environment, with minimal exposure to excessive noise or adverse environmental issues.
• Local travel may be required with possible exposure to heat, cold, inclement weather conditions, and occasional environmental hazards.
• Exposure to clients infected with Hepatitis B, HIV, TB, or other infectious diseases is possible.

Special Scheduling Needs - None noted.

Phoenix House Florida is an Equal Opportunity Employer, and all qualified applicants and team members will be considered for employment and advancement without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, national origin, age, marital status, disability, genetic information, military or veteran status or any other characteristic protected by federal, state, or local law.