Accounts Clerk Jobs

JOB TITLE

Accounts Clerk

DIVISION / DEPARTMENT

Finance

REPORTS TO

Manager, Finance

DATE

March 2023

PATIENT AND FAMILY CENTRED CARE

Home and Community Care Support Services is committed to supporting healthcare in a manner that is consistent with patient and family centred care. Accounts Clerks are required to have a demonstrated understanding and commitment to this care philosophy.

PRIMARY PURPOSE

Reporting to the Manager, Finance, the Accounts Clerk verifies and processes payment invoices for goods and services for Home and Community Care Support Services (HCCSS) expenditures by processing billing information in client sub-systems, and completes data entry of billing and payment information in the financial information system. The Accounts Clerk ensures all invoices are processed, investigated, and reconciled in an efficient and timely manner.

Description Of Specific Duties

Key Responsibilities

• Verifying and processing information received from suppliers in client sub-system (CHRIS database)
• Other duties as assigned.
• Data entry of billing/payment information into sub-systems and financial information system
• Reconciling all processed billing suspensions, working with appropriate HCCSS staff to authorize data entry changes and necessary corrections
• Processing payments for supplies and services
• Managing reoccurring payments and credit card payments
• Providing guidance to other departments on finance processes
• Verifying all provider rates entry in client sub-system and information system to avoid inaccurate payments
• Distributing cheques, billing/payment information to suppliers
• Monitoring providers and suppliers with high volume of suspensions, reporting to Manager, Finance any issues
• Printing, verifying, investigating discrepancies, and supplying department reports as necessary
• Investigating unpaid invoices and reconciling invoices with supporting information as appropriate to ensure expenditures are authorized
• Matching receipts and remittance advices with invoices to validate information
• Attending finance meetings, analysing and resolving payment problems
• Distributing information to HCCSS staff for investigation, tracking/following up for timely resolution
• Providing monthly accruals of outstanding payments, adhering to month-end closing dates and timelines
• Managing emails, phone inquiries, and incoming correspondence from internal and external clients on billing and payment-related issues
• Maintaining accurate records and files of payments and invoices
• Processing bank deposits and bill payments at the HCCSS’s financial institution
• Identifying/investigating discrepancies between HCCSS information and supplier submissions

Skills

Knowledge

• Diploma from an Ontario Secondary School which includes General Level Business and Commerce Courses 
• Ability to apply knowledge of budgeting, financial and accounting policies, controls, processes and best practices
• 1-2 year(s) on the job experience
• Data entry and word processing skills with accuracy and speed and with experience and the use of current software applications
• 2-3 year(s) previous related experience
• Thorough knowledge of MS Excel, and Accounting principles

Administrative and General Skills and Attributes

• Creation of documentation of new tasks
• Excellent data entry skills with a focus on accuracy
• General knowledge of office systems, procedures and business practices
• Flexible, adaptable and responsive to change
• Detail oriented
• Self-directed with the ability to organize, prioritize and multi-task
• Proficient in the operation of a personal computer in a networked environment
• Solid ability to use MS Office applications (e.g., Word, Excel, Outlook, PowerPoint, etc.) and internet research skills and computer navigation
• Thorough knowledge of CHRIS database, Great Plains, MS Excel, and Accounting principles
• Able to analyse, problem solve and create processes to further develop efficiencies in work routine
• Accountable for own actions and decisions, making decisions within the scope of the position and referring issues/problems/events to the Manager as required

Communication/Interpersonal Skills

• Aptitude to work in a collaborative team environment and understands when to escalate complex issues
• Ability to maintain confidential information
• Ability to communicate in French or another language is an asset
• Courteous and respectful in all interactions
• Ability to establish and maintain a wide range of contacts with professionals and organizations within the community
• Empathy to sensitive issues
• Strong written and verbal communication skills
• Solid effective listening and facilitation skills

EFFORT

Physical, Visual, Auditory and Concentration Demands

Physical Demands

• Prolonged sitting, sustained computer work, reading online material, keyboarding, responding to telephone calls and emails
• Most work is completed at a desk
• Has freedom to change position or move about at will

Visual Demands

• Required to view a computer screen daily for responding to e-mail, preparing documents and reports

Auditory Demands

• Position functions in a normal office environment (telephone calls, conversations).

Concentration Demands

• Ability to maintain attention to detail despite regular interruptions
• Must be able to respond to priorities and quick turnaround demands
• Absorbs information from multiple participants in conferences and meetings on a regular basis
• Attention to detail is required to ensure accuracy of information

Problem Solving/Complexity

• Resolves issues within the scope of the position
• Ability to identify and solve complex problems

RESPONSIBILITY

Accountability & Decision-Making

• Position operates within legislative framework, HCCSS policies and procedures, and GAAP

Risk

• Decision are made within HCCSS overall risk management program and within established guidelines, legislation and plans
• Decisions affect the image of HCCSS and the health and safety of patients, and could result in lack of confidence in the services provided

People (Leadership)

• No formal responsibility for people management, may explain work procedures to new employees
• Dedication to working in a team environment
• Courtesy and tact required in explaining, exchanging data or information

WORKING CONDITIONS

Working Conditions

• Available to work overtime on an as-required basis
• Normal office/home working conditions (hybrid work model)
• Travel to HCCSS offices, driving may be required
• Sometimes subjected to poor weather driving conditions when working off-site

Health and Safety

The Employee

• Reports defective equipment, hazards/concerns and Employee Incidents to their Manager in a timely manner.
• Utilizes and operates equipment appropriately and only when knowledgeable about its safe operation.
• Takes precautions to protect him/herself and fellow workers from health hazards and unsafe working conditions.
• Understands and complies with Health and Safety policies.