Staff Accountant

JOB DESCRIPTION

POSITION

Staff Accountant

REVISION DATE

PROGRAM

Fiscal

06/16/2026

POSITION SUMMARY

This position performs professional-level accounting work supporting the fiscal administration of the Agency, including financial record keeping, month-end close, reconciliations, journal entries, and the analysis of financial statements and reports. The position works in Sage 50 and provides both day-to-day support and process oversight for the accounts payable, accounts receivable, billing, and payroll functions, including accounts payable processed through BILL, payroll processed through ADP, and billing processed through Medisoft and the third-party billing portals. This position has oversight responsibilities and supports the Fiscal Officer.

REPORTS TO

Fiscal Officer. This position is also guided by the position description, Agency and program policies and procedures, applicable State and Federal laws, and the standards and requirements of the pertinent professional organizations and disciplines.

CLASSIFICATION

Full-Time Exempt

COMPENSATION

$27.00 - $30.00 Hourly

I. CORE FUNCTIONS

Process Oversight - AP, AR, Billing, and Payroll:

1. Provides oversight of the accounts payable, accounts receivable, billing, and payroll processes to ensure transactions are recorded accurately, timely, and in accordance with Agency policies and internal controls.
2. Reviews the work of staff and any outsourced support performing AP, AR, billing, and payroll processing, and verifies coding, supporting documentation, and proper period before activity is posted to Sage 50.
3. Monitors AP aging, AR aging, billing status, and payroll processing for completeness, errors, and unusual items, escalating matters requiring Fiscal Officer review.

Accounting and General Ledger:

1. Maintains and updates the Agency accounting system (Sage 50), which remains the system of record.
2. Maintains control ledgers, registers, journals, and other records required in fiscal operations.
3. Performs data entry, journal entries, accruals, reversing entries, cash receipts posting, and sales invoicing on a timely basis.
4. Owns and supports the month-end close process, including the close checklist, recurring and nonrecurring journal entries, and identification of unusual balances for Fiscal Officer review.
5. Prepares monthly reconciliations of cash accounts, bank accounts, client program fee receivables, security deposits, accounts payable, prepaid expenses, accrued expenses, payroll liabilities, and grant receivable postings.
6. Maintains schedules that tie to Sage 50 balances and identifies differences between Sage 50 and supporting records.

Accounts Payable Support:

1. Supports accounts payable processed through BILL, including review of coding, supporting documentation, and posting or reconciliation of BILL activity to Sage 50.
2. Reconciles BILL activity to Sage 50 and bank activity and supports month-end AP cutoff.

Payroll and Billing Accounting Support:

1. Ascertains the validity and accuracy of payroll information; prepares or reviews the payroll journal entry using ADP reports and reconciles payroll activity and payroll liabilities.
2. Reviews program billings and supports timely processing and reconciliation of billing activity in Medisoft and the third-party billing portals to Sage 50.
3. Reviews third-party insurance billing reports, denials, and adjustments, and supports allowance, write-off, and adjustment schedules when requested.

Reporting, Audit, and Internal Control:

1. Participates in the collection, compilation, classification, and evaluation of fiscal data.
2. Assists the Fiscal Officer in the preparation of financial statements, agency and program budgets, and the fiscal audit, including audit schedules and workpapers.
3. Recommends and assists in the development and revision of fiscal policies and procedures, with emphasis on financial internal controls and appropriate segregation of duties.
4. Maintains fiscal records and files, both electronic and physical, for audit and reference purposes.
5. Assists in the administration of the Fiscal Department.

II. OTHER FUNCTIONS

1. Assists in compliance with the Agency's safety and health procedures.
2. Assists in compliance with the Agency's certification process.
3. Conducts and attends meetings, training, and conferences relevant to the duties of this position.
4. Ensures that consumer rights and confidentiality are protected in accordance with Agency policy.
5. Performs other duties as assigned.

III. QUALIFICATIONS:

Education/Experience:

1. Bachelor's degree from an accredited college or university with a major in accounting, or four (4) years of experience in professional-level accounting.
2. Experience in nonprofit and/or governmental fund accounting is preferred.
3. Experience processing payroll and preparing journal entries.

Knowledge / Abilities:

1. Working knowledge of basic accounting principles and auditing standards.
2. Proficiency with computer-based accounting programs, preferably Sage 50.
3. Proficiency with Microsoft Excel and other Microsoft Office applications.
4. Knowledge of fund accounting and grant or program (fund-restricted) accounting.
5. Knowledge of third-party insurance billing (e.g., Med-QUEST, Medicare, and private health plans).
6. Familiarity with BILL, ADP, and Medisoft or comparable AP, payroll, and billing systems is preferred.
7. Ability to own the month-end close process and review balance sheet reconciliations.
8. Ability to prepare and analyze financial statements and reports.
9. Ability to prepare audit workpapers.
10. Ability to write clear and effective reports, letters, memos, and other documents.
11. Ability to communicate and work effectively with people of diverse social, economic, and cultural backgrounds.
12. Ability to meet recurring deadlines.

Physical Requirements:

1. Must be physically able to perform efficiently the duties of this position. Any physical condition, which could cause the employee to be a hazard to himself/herself or to others, will disqualify him/her assignment.

IV. OTHER REQUIREMENTS

1. Must possess a valid State of Hawai`i driver's license and have access to an automobile.
2. Availability to work flexible hours, including nights, weekends and holidays.
3. Provide consent and necessary information for a criminal background check.
4. Consent and submit to random drug testing according to agency policy and procedures.
5. Provide current TB clearance and any other health clearances required under current agency policy and applicable law.
6. Able to complete all physical requirements of the job with or without reasonable accommodation.

IV. ADDITIONAL EMPLOYMENT INFORMATION

Equal Employment Opportunity (EEO) Statement:

We are an equal opportunity employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any federal, state, or local protected class.

Work Environment and Physical Demands:

This job operates in a professional office environment. The role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. The employee is occasionally required to stand, walk, reach with hands and arms, and stoop, kneel, or crouch.

Professional Development and Training:

This position is expected to participate in ongoing professional development opportunities and attend relevant workshops and training sessions as deemed necessary by the Supervisor.

Job Description Disclaimer:

This job description is intended to convey information essential to understanding the scope of the position and it is not intended to be an exhaustive list of skills, efforts, duties, responsibilities, or working conditions associated with the position. Duties, responsibilities, and activities may change at any time with or without notice.

Normal Office Hours
M-F 7:45am to 4:30pm