Accounting Support Coordinator

Job Description

Job Description

CARES is looking to hire a full-time Accounting Support Coordinator. The Accounting Support Coordinator provides accounts payable, accounting, purchasing, and general administrative support. This position maintains accurate financial records, processes payments, supports cost-reimbursement activities, assists and collaborates with department staff, vendors, research staff, and customers. The coordinator also supports annual financial audits and performs office functions related to deliveries, phones, and customer service.

Essential Responsibilities

• Process, review and record invoices and other payables in accounting system.
• Enter accounts payable transactions into QuickBooks and other accounting support platforms.
• Verify invoices, purchase orders, receipts, approvals, and appropriate job or project coding with project managers and the study team.
• Support cost-reimbursement and clinical trial accounting by maintaining accurate documentation and recording expenses to the appropriate jobs, grants, projects, or departments.
• Prepare and process payments by check, credit card and ACH (if applicable).
• Perform HASPOA reconciliation by comparing patient visit records with related invoices, payments, deposits, and accounting records; investigate discrepancies and maintain supporting documentation.
• Prepare routine accounting reports, accounts payable aging reports, expense summaries, payment reports, and reconciliation schedules.
• Assist with monitoring outstanding accounts payable, including researching unpaid invoices, duplicate invoices, credit balances, and vendor account discrepancies.
• Prepare and file annual Form 1099 information returns, including reviewing vendor records, verifying payment information, reconciling reportable payments, and coordinating corrections as needed.
• Prepare the deposit slips and mail them to the bank.
• Record and monitor vendor invoices, payment activity, and outstanding balances.
• Reconcile organizational credit card statements and resolve discrepancies.
• Assist with bank, credit card, and account reconciliations as assigned.
• Maintain organized records of invoices, receipts, approvals, payment documentation, and financial correspondence.
• Assist with purchasing office and research-related supplies, equipment, and services.
• Maintain and update equipment inventory records, including equipment descriptions, identification numbers, locations, assigned departments, acquisition dates, and disposal or transfer information.
• Obtain pricing, place orders, track shipments, and communicate with vendors regarding orders and invoices.
• Receive, distribute, and coordinate deliveries throughout the organization.
• Assist with the annual financial audit, as needed, by providing invoices, receipts, and other supporting documentation.
• Respond to vendor and employee questions regarding invoices, payments, purchasing, and account status.
• Provide professional customer service to internal and external contacts.
• Answer direct telephone calls and respond to routine inquiries.
• Provide administrative and accounting support to other departments, including research and program staff.
• Support documentation, tracking, and administrative processes related to Institutional Review Board (IRB) activities, as assigned.
• Maintain confidentiality of financial, employee, patient, research, and organizational information.
• Maintain CARES website.
• Perform other related accounting and administrative duties as needed.

Required Qualifications

• Associate degree in accounting, finance, business administration, or a related field; equivalent experience may be considered.
• Two years of accounts payable, bookkeeping, accounting support, or administrative accounting experience.
• Experience using QuickBooks or a similar accounting system.
• Experience recording payables and processing payments by check, credit card, and ACH.
• Familiarity with invoice review, expense coding, purchasing, and account reconciliation.
• Strong attention to detail and accuracy.
• Good organizational, communication, customer service, and problem-solving skills.
• Ability to manage confidential information and meet deadlines.
• Proficiency with Microsoft Office, particularly Excel, Word, and Outlook.
• Preferred Qualifications
• Experience in a nonprofit, medical, healthcare, research, or grant-funded organization.
• Knowledge of cost-reimbursement accounting and job, project, or grant coding.
• Experience with credit card reconciliation and audit preparation.
• Familiarity with IRB-related administrative processes.
• Experience supporting multiple departments in a fast-paced office environment.

Employment is contingent upon satisfactory completion of a credit check and other applicable background checks, where permitted by law.

Working Conditions

This is primarily an office-based position requiring regular computer use, telephone communication, document handling, and coordination of deliveries. The position may occasionally require lifting or moving office supply packages.

Benefits

• Health, Dental, Vision insurance including coverage for dependents (Company pays 60% of the premium)

• Flexible Spending Account

• 401k Savings Plan – Company matches up to 5% after a required one year waiting period.

• 11 Paid Holidays

• Excellent Vacation and Sick Leave

ABOUT US

The Chicago Association for Research and Education in Science (CARES) is a non-profit research and education corporation associated with Jesse Brown VA Medical Center, Chicago, IL; Edward Hines, Jr. VA Hospital, Hines, IL; Captain James A Lovell Federal Health Care Center, North Chicago, IL and William S. Middleton Memorial Veterans Hospital, Madison WI.

OUR MISSION

Dedicated to improving the Health and Health Care of United States Military Veterans through Medical Research and Education

We are committed to research and its associated educational and scientific endeavors that complement the care of veteran patients by enhancing the intellectual viability of the hospitals we serve and providing new and innovative treatments.

This is not a federal position.

Security and background checks will be conducted. EOE