DS Administrative Assistant

Title:  Administrative Accountant

Cost Center: 100-20

Pay Grade:  Salary

Effective Date:  September 1, 2020

Department:  Administration

Replaces Job Description Dated:  n/a

Reports to: Chief Financial Officer

Supervises: N/A

Job Summary

The Administrative Specialist is a multifunctional administrative position with its primary responsibilities to

include all aspects of accounts payable as well as all other duties that are incumbent of this position as

outlined in the essential functions.

To perform this job successfully, an individual must be able to perform each of the duties satisfactorily; the requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential Functions

1. Services
   1. Maintains knowledge pertinent to accounts payable functions including regulations regarding the representative payee accounts.
   2. Ensures timely submission of paperwork and reports, both internal and external, to maintain appropriate and required records of service.
   3. Complies with all agency contracts and policies; works with Controller and CFO in maintaining strong internal control systems.
   4. Review and code all invoices for payment – this includes verification receipt of product or service account and the posting of invoices into the accounting software.
   5. Prepare payments to vendors and representative payees (with appropriate check request) and distributes said payments via check or EFT into appropriate vendor/representative account.
   6. Tracks and monitors deposits and expenditures for representative payee accounts as well as special trustee accounts.
   7. Provides information to auditors as requested.
   8. To be responsible for all purchases and requisitions to be made in a timely manner and to insure request are delivered to the appropriate staff/department.
   9. Will be responsible for issuing “Shared Living Provider Contracts” by October 1st of each fiscal year.
   10. Track and update homeowner’s information as needed.
   11. To be responsible for all aspects of the “Company Mileage” software including staff enrollments and discharges.
   12. Will list job posting, complete filing and perform other office duties as needed.

1. Professionalism
   1. Participates in professional development activities to keep abreast of technical and legal developments.

Physical Demands

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

The job requires extended periods of sitting as well as frequent periods of walking. It requires the ability to lift approximately 25 lbs. and demands the utilization of keyboard, monitor, and mouse. Accordingly, it requires sufficient dexterity for printing, filing, and handling of paper.

Responsibilities

Performance Measures

Compliance

Regularly adheres to established LCMHS policies and procedures.

Regularly complies with applicable state and federal laws.

Regularly complies with generally accepted accounting standards.

Professional Conduct

Assumes an appropriate professional demeanor and acts as a role model of professional behavior among co-workers.

Follows professional ethics.  Treats consumers, co-workers, and vendors with dignity and respect.

Supports diversity and discourages intolerant behavior.

Maintains confidentiality of all personnel records, as well as all consumer information as required by HIPAA, FERPA, and state and federal law.

Communication

Able to respond to common inquiries or complaints from consumers, employees, regulatory agencies, or members of the business community.

Communicates effectively both verbally and in writing.

Speaks courteously and effectively, with dignity and respect, to consumers, staff members, family members, other professionals, and community members.

Resolves issues with co-workers and consumers with dignity and respect.

Communicates, both openly and timely, concerning potential task or workload problems, status of workload, and issues that prevents the incumbent from completing tasks in a timely manner.

Is aware of his or her abilities and limitations; seeks out supervision when required.

Reasoning Ability

Carries out instructions furnished in written, verbal, or diagram form.

Solves problems involving several variables.

Uses good judgment in regard to communication with consumers, community members, co-workers, all LCMHS staff, and supervisors and directors.

Work Environment

Does not publicly display hostility and anger.

Communicates potential safety hazards to direct supervisor.

Is helpful to co-workers, consumers, community partners, and others.

Works as part of a team.

Works together with co-workers toward related goals.

Other Duties

Performs related duties as assigned.

Performs all tasks and duties in a timely manner.

Education/Experience

Required:  High School Diploma and 5 years’ experience in accounting. Proficient skills in Microsoft Office with required knowledge regarding Microsoft Excel and Word.  

Preferred:  Associates Degree in Accounting and 3 years’ experience in accounts payable and related administrative areas. Familiarity with Great Plains Dynamics and QuickBooks accounting software.

License/Certifications

Required:  N/A

Preferred:  N/A