Accounting Associate/Staff Accountant

Job Description

Job Description

PRINCIPAL DUTIES AND RESPONSIBILITIES:

 

General Accounting and Month-End Close

• Prepare, review, and record general ledger journal entries and supporting documentation as part of the monthly and year-end closing processes.
• Prepare recurring, adjusting, reclassification, accrual, deferred revenue, and other accounting entries as appropriate.
• Review general ledger activity for accuracy, completeness, proper classification, and appropriate accounting period.
• Assist with monthly financial close activities and ensure assigned reconciliations and journal entries are completed according to the Finance Department's close schedule.
• Reconcile assigned general ledger accounts and investigate and resolve discrepancies in a timely manner.
• Maintain appropriate supporting documentation for journal entries, reconciliations, account analyses, and financial reports.
• Assist the Controller and Chief Financial Officer with financial statement preparation, account analysis, audit schedules, and other financial reporting requirements.
• Research unusual transactions, variances, and account balances and recommend appropriate accounting adjustments when necessary.
• Assist with year-end audit preparation, Single Audit requirements, cost reports, and other fiscal or regulatory reviews as assigned.

 

Bank and Cash Accounting

• Prepare monthly bank reconciliations for all assigned operating, payroll, investment, and other bank accounts.
• Investigate and resolve outstanding checks, deposits in transit, unidentified transactions, bank discrepancies, and other reconciling items.
• Prepare and record bank transfers and related general ledger entries.
• Record bank service charges, fees, interest income, transfers, and other bank-related transactions in the appropriate accounting period.
• Review daily cash received from Patient Registration against the Practice Management System to ensure collections and daily close activity reconcile.
• Make or coordinate daily cash deposits as required.
• Perform bi-monthly petty cash reconciliations.
• Perform monthly credit card reconciliations.
• Assist in monitoring cash activity and ensuring transactions are recorded accurately and timely.

 

Revenue and Receivables Accounting

• Prepare and record patient services revenue adjustments based upon approved supporting documentation.
• Assist with reconciliation of patient service revenue to applicable billing, practice management, and general ledger systems.
• Record revenue in accordance with the appropriate accounting period and applicable revenue recognition requirements.
• Prepare account reclassifications related to capitation payments and other patient service revenue.
• Review and reconcile capitation payments and related general ledger accounts.
• Prepare and record deferred revenue and other timing-related entries, including NYRx payments and similar healthcare reimbursement transactions.
• Assist in researching differences between billing-system activity, cash receipts, revenue reports, and general ledger balances.
• Prepare supporting schedules and account analyses related to patient service revenue and other operating revenue.

 

340B Accounting and Reporting

• Record 340B revenue in the appropriate accounting period and ensure appropriate supporting documentation is maintained.
• Prepare and maintain the 340B Income Statement and related revenue and expense schedules.
• Reconcile 340B activity between pharmacy/vendor reports, bank activity, accounts receivable, and the general ledger, as applicable.
• Review 340B revenue and expenses for completeness and accuracy and research material variances.
• Assist with 340B vouchering, reimbursement tracking, financial analysis, and reporting.
• Assist Finance leadership with monitoring the financial performance of the organization's 340B program.
• Maintain supporting schedules for 340B revenue, expenses, receivables, and other related financial activity.

 

Regulatory and Program Reporting

• Prepare or assist with the New York Public Goods Pool report and related supporting schedules.
• Assist in preparing fiscal information required for federal, state, local, managed care, grant, and other regulatory reports.
• Compile financial information and supporting documentation requested during audits, monitoring reviews, grant reviews, and regulatory examinations.
• Assist with healthcare-specific financial reporting and reconciliations as assigned.
• Maintain organized supporting documentation to ensure transactions and reports are audit-ready.

 

Accounts Payable

• Prepare check requests for non-tax payroll withholdings, including annuities, life and health insurance, garnishments, and other applicable deductions, ensuring accuracy and timely payment.
• Prepare accounts payable vouchers and supporting documentation for grant expenditures and monthly expenditure reports.
• Process Cardinal and other vendor invoices through the computerized accounts payable system.
• Verify invoices against purchase orders and receiving documentation, including quantity, unit cost, and appropriate authorization.
• Review invoices for proper coding, approval, supporting documentation, and accounting period prior to processing.
• Assist with reconciliation of accounts payable activity to the general ledger.
• Research and resolve vendor statement discrepancies, duplicate invoices, outstanding payments, credits, and other accounts payable issues.
• Distribute payroll checks during designated periods, when applicable.

 

Cash Receipts and Self-Pay Reconciliation

• Receive and validate self-pay and co-payment collections in coordination with Revenue Cycle and/or billing staff.
• Reconcile self-pay activity and cash receipts with the Practice Management System and general ledger.
• Research discrepancies between cash collections, deposits, patient accounts, and accounting records.
• Maintain appropriate documentation supporting daily deposits and reconciliations.

 

Purchasing and Inventory

• Purchase supplies for the Health Center network, including office, medical, maintenance, furniture, and other authorized items.
• Maintain inventory supplies at designated organizational locations.
• Prepare purchase orders through the organization's purchasing and accounting systems.
• Verify purchase orders, receipts, and invoices and resolve discrepancies with vendors and internal departments.
• Manage vendor relationships, obtain competitive bids, and negotiate rates when appropriate and authorized.
• Track and monitor inventory levels using the organization's accounting system and supporting schedules.
• Assist with researching and negotiating contracts and lease agreements for copiers, medical equipment, and other significant purchases.
• Ensure purchasing activities comply with organizational procurement policies, grant requirements, and applicable funding-source restrictions.

 

Grants and Special Projects

• Assist with Statewide grant vouchering, reimbursement tracking, expenditure reconciliation, and supporting documentation.
• Assist with reconciliation of grant expenditures to the general ledger and approved grant budgets.
• Prepare accounting schedules and analyses in support of grant reporting and reimbursement requests.
• Assist Finance leadership with special projects, financial analyses, account clean-up initiatives, and process improvements.
• Participate in the implementation or enhancement of accounting, purchasing, financial reporting, and reconciliation workflows.

 

Internal Controls and Compliance

• Follow established accounting policies, internal controls, segregation-of-duties requirements, and Finance Department procedures.
• Ensure financial transactions are supported by appropriate documentation and approvals.
• Maintain confidentiality of financial, payroll, patient, employee, vendor, and organizational information.
• Identify accounting discrepancies or control concerns and promptly escalate them to the Controller, Chief Financial Officer, or designee.
• Assist with the development and maintenance of standardized accounting procedures, reconciliation schedules, and documentation.
• Maintain financial records in an organized and audit-ready manner.

 

Other Responsibilities

• Provide backup support to other members of the Finance Department as needed.
• Work collaboratively with Revenue Cycle, Grants, Operations, Human Resources, Purchasing, Pharmacy/340B, and other departments to resolve accounting and financial issues.
• Respond to requests for accounting information and supporting schedules in a timely and professional manner.
• Perform other accounting, financial, administrative, and special-project duties as assigned by the Chief Financial Officer, Controller, or designee.

 

KNOWLEDGE, EDUCATION, SKILLS, AND ABILITIES REQUIRED :

• Bachelor's degree in Accounting, Finance, Business Administration, or a related discipline preferred; an equivalent combination of education and relevant accounting experience may be considered.
• Minimum of one to three years of progressively responsible accounting experience preferred.
• Healthcare, FQHC, nonprofit, or healthcare insurance accounting experience strongly preferred.
• Demonstrated knowledge of general accounting principles, including journal entries, general ledger accounting, account reconciliations, accruals, revenue recognition, and financial reporting.
• Demonstrated accounts payable and bank reconciliation experience.
• Ability to analyze account activity, identify discrepancies, and independently research and resolve routine accounting issues.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Ability to manage multiple priorities, meet established deadlines, and work effectively within a structured monthly close calendar.
• Strong proficiency in Microsoft Excel, including the ability to prepare and maintain reconciliation schedules and financial analyses.
• Proficiency in Microsoft Office applications, including Excel and Word.
• Knowledge of Microsoft Dynamics or similar accounting/ERP software preferred.
• Experience with healthcare practice management, billing, 340B, or related financial systems is preferred.
• Strong written and verbal communication skills.
• Ability to work effectively both independently and as part of a Finance team.
• Must be mission-driven and committed to supporting the financial integrity and sustainability of Betances Health Center.

\nCompany Description

At Betances Health Center (Betances) we foster a welcoming and family-centered organization full of empathy, courtesy and respect. We educate and prepare our staff to provide all patients with the best care regardless of race, ethnicity, religion, sexual identity or insurance status. Betances does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, sexual orientation, marital status, disability, genetic information, age, military service, or status as a covered veteran in accordance with applicable federal, state and local laws.

Company Description

At Betances Health Center (Betances) we foster a welcoming and family-centered organization full of empathy, courtesy and respect. We educate and prepare our staff to provide all patients with the best care regardless of race, ethnicity, religion, sexual identity or insurance status. Betances does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, sexual orientation, marital status, disability, genetic information, age, military service, or status as a covered veteran in accordance with applicable federal, state and local laws.