Accounts Payable Specialist (Accounting Specialist)

• Admin. Services
• Health and Human Services  Salary $22.32
• $29.87 Hourly Location Salem, OR Job Type Full-time Regular Job Number 032-2025-1 Department Health and Human Services Division HHS
• Health Administrative Services Opening Date 01/10/2025 Closing Date 1/23/2025 11:59 PM Pacific FLSA Non-Exempt Bargaining Unit 06 DESCRIPTION BENEFITS QUESTIONS Marion County requires on-site work.

Remote work is not available. Exciting job opportunity in Marion County Health & Human Services as an Accounting Specialist! Are you an organized, positive, and collaborative professional? Marion County Health & Human Services is seeking a dedicated Accounting Specialist to join our team! This full-time position offers the opportunity to work both independently and in collaboration with other departments to help manage critical financial operations. As an Accounting Specialist, you will be responsible for: Accounts payable processing Managing Purchase Orders Monitoring and reconciling Procurement Cards Intergovernmental invoicing and internal invoicing Tracking, reconciliation, and financial reporting We are looking for someone with strong organizational skills and the ability to manage multiple tasks effectively. If you're passionate about serving the community and contributing to the success of a vital county department, apply today! Help us fulfill our mission, vision, and values as we work together to enhance the well-being of our community.

GENERAL STATEMENT OF DUTIES

Perform detailed accounting work including financial record keeping in the assigned area of specialty, prepare and analyze financial, statistical and accounting summaries and reports.

SUPERVISION RECEIVED

Work under the supervision of a supervisor who assigns work and reviews results for conformance to department policies and standards.

SUPERVISION EXERCISED

Supervision of other employees is not a responsibility of positions in this class. However, incumbents may exercise lead responsibility over other employees. Typical Duties

• Duties include, but are not limited to the following Responsible for setting up purchase orders (POs).

Responsible for monitoring of POs working closely with contracts team, management, finance, and service area staff to ensure that correct account numbers are used. Getting authorization for adding lines to purchase orders when funds are used up. Maintain payment sheets in Excel to track payments, by service element, for contracted providers. Processing all accounts payable payments for the department. Matching payments with Purchase Orders. Independently research payments and correspond with department staff and external agencies to resolve billing discrepancies or vendor issues. Keep accounts current and resolve problems. Prioritize workload to meet deadlines, managing urgent or time-dated items, arranging backup for absences. Back-up for Accounting Specialist

• A/R.

Responsible for tracking and invoicing all Grant Requirements timely and accurately. This includes tracking the Oregon Health Authority pass through Part C invoices. Recording large payments onto a spreadsheet and into Teller. Having a full understanding of what invoicing needs to be done and what we have received. Daily task checking for incoming payments received through US Bank, Department of Administrative Services (DAS) and Oregon State Treasury and entering Teller system. Daily intake of rent checks and other checks that come into Administration through the clinic and inputting into Teller. Rent checks and other receivable tracking. Communicate with programs with any areas of concern. Responsible for tracking of incoming invoicing done by other programs. Inputting internal costs allocations onto a Journal Entry or receiving Journal Entries done by programs for tracking purposes. Reconciling all invoicing with General Ledger. Backup for department "P-Cards" (procurement card system). Request cards as needed, setup and delete users, manage responsibility spreadsheet, act as resource for questions. Assure monthly transactions are completed by all levels of responsibility card holder, manager, and auditor. Responsible for archiving p-card records. Assist with online p-card purchases including working with staff and management on travel arrangements. Assist staff and management with purchasing related issues and ensure purchasing policy is followed. Run the AR Aging report to monitor past-due invoices, make sure all accounts have been received, balance any outstanding invoices, and follow up with contractors. Work collaboratively and cooperatively with County Finance to ensure accurate record keeping is maintained. Make sure that purchasing policy guidelines are being followed by HD employees. Make sure payments are in compliance with County policy and good accounting practices. Provide occasional user training for Health Department staff and management. Collaborate with Accounting and Budget employees. This includes obtaining provider insurance renewals as well as cleaning out and archiving contract files. Send all contractor liability insurance renewals to Billing Supervisor. Perform cash control of service areas (emergency petty cash and change box). Monitor safe. Generate a summary report and distribute it to service area supervisors. Open Health Department mail. Attend meetings. Track copier leases for the Health Department and notify Office Managers prior to leases expiring. Reset machines and compute usage charges by service code quarterly. Work with vendor on new leases. Problem solves with IT to obtain accurate meter readings for each machine. Other job duties as assigned by your supervisor. Response Level 2: In the event of an emergency, employee makes a reasonable effort to report to work. Employee may be required to perform duties outside of their regularly assigned duties. Employee may be requested to work an extended or flexible schedule. Staff at this response level must complete Incident Command System 100 and 700 on-line or in-person training. Requirements for the Position

EXPERIENCE AND TRAINING

Graduation from high school or equivalent; AND Two years of experience in responsible accounting and, or bookkeeping work; OR Any satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County.

NECESSARY SPECIAL REQUIREMENTS

The finalist for this position will be required to pass a criminal history background check, however conviction of a crime may not necessarily disqualify an individual for this position. This position may be subject to the following: Must not be excluded from participation in the federal health care programs (Medicaid, Medicare and other federally funded programs that provide health benefits); AND must not be excluded from participating in federal procurement (Federal Acquisition Regulation) and non-procurement activities (Executive Order No. 12549). This assignment is represented by a union. This is a full-time position, which is eligible for overtime.

Typical Schedule:

Monday

• Friday, 8:00 am
• 5:00 pm, with flexibility depending upon the needs of the department and program.

PREFERENCES

Supplemental college or business school training in bookkeeping, accounting or government accounting

KNOWLEDGE, SKILLS AND ABILITIES

Detailed knowledge of principles and practices of financial record keeping; accounting and bookkeeping systems, procedures and techniques; financial terminology; financial information systems and spreadsheet software; office practices, procedures and equipment. Skills and abilities to interpret and process financial documents according to appropriate procedures; accurately count, record and balance transactions; perform arithmetic calculations and enter data with speed and accuracy; operate a calculator, computer terminal, typewriter and other office equipment; analyze and interpret data; exercise good judgment in making finance related decisions; act as an accounting resource to all county departments and assist in applying accounting practices to diverse business environments; establish and maintain cooperative working relationships with vendors, customers and county employees.

PHYSICAL REQUIREMENTS

Stands, sits, moves about the work area, bending forward; reaches overhead; lifts 10 lbs.; carries and pushes items weighing up to 10 lbs. 20 feet; operates a keyboard; speaks in a clear and audible voice; reads 12-point font; distinguish colors; ability to hear at a normal speech level; works in normal office environment and may be exposed to office chemicals.

PUBLIC SERVICE LOAN FORGIVENESS

Marion County is a qualifying public employer for the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness Program, full-time employees working at the County may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions about your loan eligibility should be directed to your loan servicer or the US Department of Education.

VETERANS' PREFERENCE

Applicants are eligible to use Veterans' Preference when applying with Marion County in accordance with ORS 408.225, 408.230, and 408.235 and OAR 105-040-0010 and 105-040-0015. Preference will be awarded only if the applicant meets the minimum requirements of the position and attaches the required documentation at the time of application.

VISA SPONSORSHIP

Marion County does not offer VISA sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security's I-9 form confirming authorization to work in the United States. Marion County is an E-Verify employer and will use E-Verify to confirm that hires are authorized to work in the United States.

DOCUMENTS REQUIRED FOR VETERANS' PREFERENCE

One of the following:

MEMBER COPY 4

of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215); OR Letter from the US Department of Veterans Affairs indicating receipt of a non-service connected pension; OR Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate. In addition to one of the above documents, Disabled Veterans must also submit one of the following: A copy of their Veterans disability preference letter from the Department of Veterans Affairs; OR Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate. You can request copies of your military service record through the National Archives at archives.gov/veterans/military-service-records/ Marion County is an Equal Opportunity, Affirmative Action, Veteran and Disability employer committed to increasing the diversity of its workforce.