Job Description
Full job description
Summary: The Arc of Union County Inc. is a leading provider of Person-Centered services to individuals with intellectual and developmental disabilities through various services and programming. Under the direction of the Director, Finance or designee, AR/AP Accountant, Finance provides backup supports in financial transactions of The Arc of Union County, including Accounts Receivable, Cash Receipts, bank reconciliations, preparation of journal entries, and all activities related to the accounts payable function. Additionally, assists the billing department by collecting information for services provided, entering information into claims coding, transmitting for payment, resolving discrepancies, adjusting bills and; preparing reports. The incumbent posts payments to accounts, assists with collections on past-due accounts and reconciles billing discrepancies. The incumbent assists in verifying billing information for new service recipients, new services, entities and updating information. The incumbent provides backup for Accounts Payable and other finance services including administration of Rental Project Assistance Contracts (PRAC)The incumbent participates fully in preparation for the Annual Audit of the agency.
This position requires completion of DDD System Mandatory Training Bundle within 90 days of hire, DDD and Agency Orientations, other designated training courses and a minimum of 12 Hours of Professional Development completed annually.
This is an exempt position and the incumbent reports to Director, Finance.
This position requires that information related to service recipient, employee, program operations, agency is handled, channeled, managed and delivered professionally to the appropriate and right personnel or party consistent with agency and department policy. Any misuse, mismanagement, etc. of information obtained, accessed, discussed, or provided to position may result in removal from managerial role or position capacity.
Skills: Proficiency in Windows software, Ability to use a financial software. Data entry skills, General math skills. Strong attention to detail, accuracy and highly organized. Self-starter with ability to take initiative and produce strategic solutions. Ability to work with generally accepted accounting procedures, balance sheets, profit/loss statements, and mathematical concepts such as probability and statistical inference. Ability to apply concepts such as fractions, percentages, ratios and proportions to practical situations. Ability to recognize, evaluate, solve problems, and correct errors, and to develop processes that eliminate redundancy. Must be detail oriented, conscientious and able to follow through. Ability to conceptualize workflow, develop plans, and implement appropriate actions.
Qualifications: Master’s’s Degree in Accounting, or C.P.A. Four or more years of current diversified accounting, experience-encompassing areas of finance and accounting herein contained. Proficient in computerized accounting software and all Microsoft office applications or the equivalent. Proficient in data entry and management. Proficiency in accounts receivable, general bookkeeping procedures, general accounting principles, knowledge of applicable regulatory standards and compliance requirements including DDD, CMS, HUD, Board of Education, HIPAA regulations. Excellent written communication and team building skills. Ability to solve issues and direct numerous and varied department operations simultaneously. Demonstrate ability to manage information effectively. Strong conceptual and computer skills required. Demonstrate ability to thrive and perform in an ever-changing, fast paced and demanding environment. Must be 21 years of age or older. Must have a valid New Jersey driver’s license and abstract (not to exceed 5 points), and ability to meet agency insurability requirements. Complete State/Federal Criminal Background checks and Central Registry checks.
Major Position Responsibilities
Accounts Receivable
Familiarize with the Arc of Union County’s procurement/Internal Controls policy and apply all entries, transactions etc. in accordance with all protocols, provisions etc. in accordance with the policy and procedure.
Obtain and maintain a thorough understanding of the financial reporting and general ledger structure.
Maintain bookkeeping database, spreadsheets, and update information as needed.
Collect payments in accordance with payment due dates and accurately record it into the system or department accounts accurately.
Update accounts based on payment or contact information.
Prepare bank deposits, process daily cash deposit, and online banking transactions.
Generate and send out invoices.
Develop a recovery system, initiate collection efforts, and follow up on collections and allocating payments.
Monitor account details for non-payments, delayed payments and other irregularities.
Research and resolve payment discrepancies.
Generate age analysis and provide accurate aging reports.
Review AR aging to ensure compliance.
Facilitate accurate and timely reporting of financial information for areas of responsibility.
Ensure the timely reporting of all monthly financial information.
Monitor funds received from vouchers, invoices for service delivered by workforce development and employment services and provide financial statement to WFD&ES management.
Communicate with WFD&ES team to reconcile and ensure that the amount billed and recoded monthly is accurate.
Communicate with the billing manager at the local DVRS office to ensure timely billing.
Facilitate monthly reconciliation of assigned bank accounts with the General Ledger and make necessary adjustments or corrections as needed.
Maintain the accuracy of the Therap interface with the General Ledger, investigate, and resolve any variances.
Maintain the accuracy of the billing journal entries including accounts receivable, identify discrepancies and support with reconciliation.
Follow established procedures for processing receipts, cash etc.
Assist with month-end closing.
Carry out billing, collection, and reporting activities according to specific deadlines.
Identify issues attributing to account delinquency and discuss them with management.
Relate with the customers to enable easy resolution of all outstanding payment issues.
Create reports and balance sheets that document overall profits and losses and distribute to operations management as directed.
Collect data, prepare, maintain periodic metrics, reports, carry out analysis, and present to the management on regular basis as required.
Review bill details to ensure that the bill includes vendor name, authorization, date, and verified and matching requirements to the purchase order.
Familiarize yourself with all the agency’s Early Intervention Program billing cycles and revenue streams.
Execute all Early Intervention Program billing data entries as assigned or directed.
Gather billing information by reviewing information or service provided records checking for completeness and accuracy.
Generate invoice and billing materials, submit for reimbursement to the appropriate processing entity or vendor as assigned.
Collaborate with AR to Account for Accrued Revenue and Submit completed vouchers/invoices to DVRS, Vendors, to provide assured efficient and effective system for reimbursement.
Work with Senior Accountant, Billing Director, Senior Director of Work Force Development, and Warehouse Manager to perform DVRS reconciliations including supported employment, long-term follow along, and subcontractor vouchers.
Assist in processing claims in a timely manner and ensure prompt payment.
Review billing reports at least daily, ensure submissions have current and correct dates, post corrections and reflect void claims as necessary.
Review reimbursement statement for any payment inconsistencies.
Prepare monthly reports by summarizing billings, adjustments, and revenues received for all assigned entities and services including EI, Adult Day Services Program, Workforce Development and Employment Services etc., featuring billing totals vs. actual billing, actual billing totals vs. actual revenue billing and provide report to executive operations.
Works with Billing Department to reconcile the Therap billing to Abila reports.
Document any payments missed and ensue tracking.
Assist with collection effort on past-due accounts.
Serve as backup to Accounts Payable in other activities including Entering invoices and processing vendor payments and filings.
Perform a check run from beginning to end in Abilia system and review Accounts Payable transactions.
Accounts Payable
Compare purchase orders, prices, terms of payment and other charges.
Verify vendor invoices and adjustments for accurate account coding and amount due.
Match invoices with open purchase orders and delivery receipts to insure receipt of goods ordered at contracted price.
Assess/analyze billing statements for collections written and verbal correspondence.
Ensure accurate coding of invoices and allocation to appropriate departments.
Ensure accurate and timely input of all vendor invoices/vouchers to the general ledger system.
Update Ledger accounts based on the received bills and an expense entry as required.
Establish and maintain an effective system for monitoring all invoices due for payment.
Process and ensure timely payment on any bill, as agreed upon between vendors and the agency.
Ascertain required documents and verify before processing payment.
Flagg and clarify any unusual or questionable invoice items, prices etc.
Research invoice discrepancies, issues and inform next level supervisor.
Select, prepare payment schedule for review and perform check runs.
Provide and scrutinize details entered on the check, vendor bank account details, payment vouchers, the original bill and purchase order.
Pay vendors by verifying entity or governmental ID numbers, scheduling and preparing checks, and resolving purchase order, contract, invoice, or payment discrepancies and documentation.
Pay employees by verifying expense reports and requests for advances.
Payments
Assure all purchase transaction documents meeting agency acceptable criteria constituting either:
Requisition, Invoice, and Receipt.
Requisition, Invoice, and Delivery slip.
Requisition, Proposal, and Receipt.
Proposal, Work Order Ticket, Requisition, and Receipt.
A work Order Ticket with estimated cost, Requisition and Receipt.
A signed Contract and service delivery slip.
The purchase transaction document must feature validation signatures by respective recipient Program’s Assistant Directors, Director and Executive designee on either of document submitted.
Assure that all receipts, invoices, proposals, work order tickets, are accompanied by Work Order-Purchasing Order Requisition Pre-Authorization Request Reconciliation Form signed and approved all levels of management as required before recording entry and/or processing payment.
Assure fulfillment of the agency policy for signatory on all accounts payable checks issued.
Pay bills in a timely and accurate manner while adhering to departmental procedures.
Audit and reconcile charge account bill statements vs Requisitions/Receipts monthly or frequently.
Reinforce agency practice that check payment is the primary method of payment for service or purchases approved by the agency.
Assure that any emergency payments by phone or wire transfer requires written approval and authorization by the Director, Finance Services, and by the Associate Executive Director, Operations on the agency “Emergency Wire Transfer Authorization Form” expedited electronically through Adobe Sign or Doc Sign.
Ensure maintenance of a comprehensive listing of ongoing contract obligations, recurring bills including fixed costs accounts, etc. and timely processing of payments, avoid delinquencies, late fees, penalties, cancellation of accounts etc.
Assure compliance with prohibited use of credit card for standard cycling/recurring or rotation bills payments in place of Accounts Payable’s role.
Maintain inventory of all agency cards and availability for review at all times.
Assure that before processing any payment; obtain written approval from the Director of Finance Services and authorization by the Associate Executive Director, Operations.
Follow policy not to schedule items for payments unless they meet agency policy and procurement requirements. Forward invoice, receipt or bill statement without proper Program review and signed Purchasing Order/Work Order Requisition Preauthorization Request/Reconciliation Form, a General Ledger Purchase Order (PO) or Web Help Desk to the respective Program Director approval by program management team for proper review and endorsement.
Complete payments and control expenses by receiving, processing, verifying, and reconciling invoices.
Prepare and file all duplicate checks with related documentation by vendor or as otherwise assigned.
Maintain accounting ledgers by verifying and posting transactions to journals, ledgers and other records.
Verify vendor accounts by reconciling monthly statements and related transactions.
Disburse petty cash by recording entry and verifying documentation.
Issue stop payments or purchase order amendments.
Reconcile accounts payable transactions by verifying entries and comparing system reports to balances.
Reconcile all major vendor accounts on a monthly basis to include resolution of discrepancies with appropriate parties.
Charge expenses to accounts and departments with careful analysis of invoice/expense reports; recording entries.
Track expenses, process expense reports and prepare analysis of accounts.
Perform accounting duties such as account maintenance, recording entries and reconciling books of accounts.
Obtain, at time of vendor setup, all required documentation from vendors including but not limited to completed W9 forms, current certificate of liability insurance and where appropriate, workers compensation insurance to include carrier name, date(s) of in-force insurance, limits of coverage and any other information deemed necessary.
Prepare, produce and mail vendor 1096/1099 forms within prescribed due dates.
Maintain all accounts payable files, historical records including vendor files cataloging and filing documents.
Ensure that all finance department records are maintained in compliance with applicable records retention policies and procedures.
Monitor and safeguard agency property and funds.
Prepare and provide supporting documentation for audits.
Maintain a thorough understanding of the financial reporting and general ledger structure.
Maintain bookkeeping database, spreadsheets, and update information as needed.
Facilitate accurate and timely reporting of financial information for areas of responsibility.
Ensure the timely reporting of all monthly financial information.
Facilitate monthly reconciliation of assigned bank accounts with the General Ledger and make necessary adjustments or corrections as needed.
Maintain the accuracy of the Therap interface with the General Ledger, investigate, and resolve any variances.
Responsible for the maintenance and accuracy of the billing journal entries including accounts receivable, identify discrepancies and support with reconciliation.
Follow established procedures for processing payments etc.
Housing and Urban Development Responsibilities
Perform Bank reconciliations as required for the HUD legal entities.
Manage invoices and cash receipts for the HUD legal entities.
Perform recurring entries, standard entries, and work with Director of Finance for review and approval.
Work with Director of Finance on adjusting entries where necessary.
Perform configuration items and clerical entries into agency systems where necessary under the supervision of the Director of Finance.
On a monthly basis process all HUD vouchers into the REAC system.
General
Advise and handle non-routine financial transactions.
Support budget and forecasting activities.
Provide cross training to new and existing staff as needed.
Complete all trainings as designated and attend professional development workshops as directed.
Develop and maintain a thorough and up-to-date knowledge of applicable computer skills as well as all software packages and applications used in all finance functions.
Provide support to department special projects and workflow process improvements.
Identify protocols that needs update in the accounts receivable processes of the organization and present proposal to the Assistant Executive Director, Finance Services for review.
Perform duties according to the methods, manner and spirit of the ideals of the field of Human Services and within profession/job specific guidelines, including wearing appropriate attire, being a role model for staff, service recipients etc.
Employees of Arc of Union County, Inc. are strictly prohibited from acting as Support Coordinators for any service recipient receiving services at Arc of Union County.
Downloading, copying, transferring, and transmitting of agency documents to personal accounts, and/or distribution externally is prohibited. The agency uses various IT systems to detect these activities.
Must fully cooperate with all investigations, inspections, etc. internally and externally including full cooperation with the Department of Human Services, the Division of Developmental Disabilities, Office of Licensing, Licensee or any other duly authorized person regarding the care and service given to individuals served by this Agency.
Employees who may encounter individuals served shall be subject to and comply with the requirements for random drug testing for controlled dangerous substances. Criminal history record background checks will be conducted at least once every two years for agency’s employees. Any employee who is required to undergo a criminal history record background check and refuses to consent to, or cooperate in, the securing of a criminal history record background check shall be immediately removed from the person’s position and the person's employment shall be terminated.
The Arc of Union County, Inc. is contracted with the New Jersey Department of Human Services to provide and facilitate essential personal care and health promotion services to individuals with disabilities and other comorbid conditions. As an essential employee, you are required to adhere to your assigned operations work schedule and/or as directed by upper management.
Standard
Participate in cross training with new and existing staff as needed.
Complete all trainings as designated and attend professional development workshops as directed.
Develop and maintain a thorough and up-to-date knowledge of applicable computer skills as well as all software packages and applications used in all finance functions.
Assist with researching budget vs. actual variances tasks as directed.
Monitor and safeguard agency property and funds.
Perform duties according to the methods, manner and spirit of the ideals of the field of Human Services and within profession/job specific guidelines, including wearing appropriate attire, being a role model for staff, service recipients etc.
Employees of Arc of Union County, Inc. are strictly prohibited from acting as Support Coordinators for any service recipient receiving services at Arc of Union County.
Downloading, copying, transferring, and transmitting of agency documents to personal accounts, and/or distribution externally is prohibited. The agency uses various IT systems to detect these activities.
Must fully cooperate with all investigations, inspections, etc. internally and externally including full cooperation with the Department of Human Services, the Division of Developmental Disabilities, Office of Licensing, Licensee or any other duly authorized person regarding the care and service given to individuals served by this Agency.
Employees who may encounter individuals served shall be subject to and comply with the requirements for random drug testing for controlled dangerous substances. Criminal history record background checks will be conducted at least once every two years for agency’s employees. Any employee who is required to undergo a criminal history record background check and refuses to consent to, or cooperate in, the securing of a criminal history record background check shall be immediately removed from the person’s position and the person's employment shall be terminated.
The Arc of Union County, Inc. is contracted with the New Jersey Department of Human Services to provide and facilitate essential personal care and health promotion services to individuals with disabilities and other comorbid conditions. As an essential employee, you are required to adhere to your assigned operations work schedule and/or as directed by upper management.
Other
Process billing for services provided through vouchers including Piecework Contract Vendors, Division of Vocational Rehabilitation Vouchers, Other Billed Vendors. And generate and send out invoices.
Serve as backup for preparing bank deposits, process monthly cash deposits, and online banking transactions in the General Ledger System. Ensure all transactions entered into the GL system has supporting documentation and proper coding.
Serve as backup for processing check deposits via the remote check signing machine.
Monitor account details for non-payments, delayed payments and other irregularities.
Research and resolve payment discrepancies. Generate age analysis and provide accurate aging report.
Review AR aging to ensure compliance.
Monitor funds received from vouchers, invoices for service delivered by workforce development and employment services and provide financial statement to WFD&ES management.
Communicate with WFD&ES team to reconcile and ensure that the amount billed and recorded monthly is accurate.
Communicate with the billing manager at the local DVRS office to ensure timely billing.
Maintain the accuracy of the Therap Medicaid interface with the General Ledger, investigate, and resolve any variances. Reconcile Medicaid payments received by ACH to the bank and analyze all Medicaid billing to ensure accurate cash flow and revenue stream for financial presentations.
Work with other department heads to resolve any discrepancies with invoices and payments for the organization to ensure accurate financial data.
ADA Expectations
This position requires an employee to perform duties in an indoor and or outside setting where exposure to weather elements, dirt, and dust, unpleasant smells, and/or loud noises are possible including occasional temperature fluctuations depending on the climate/season/weather. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands: The physical demands for this position must be met by an employee to successfully perform the essential functions of the job. While performing the duties of this job, the employee may be regularly required to maintain a stationary position (standing and sitting), move/traverse, kneel, bend, reach with hands and arms for extended periods of time, twist, carry, lift up to 35 pounds, Agility with wrist and finger dexterity to access, key and sort electronic information or file documents, ability to view computer and/or electronic device for extended period and other physical duties as directed by your supervisor and/or Director.
The essential Cognitive Functions of this position may include ability to analyze, compute, hear and repeat information, take notes, read documents, generate written information, independently problem solve, tolerate interruptions, maintain positive public relations, organize, verbally communicate and converse with a diverse group of people among others.
The Arc of Union County will reasonably accommodate qualified individuals with a disability so that they can perform the essential functions of a job unless doing so causes a direct threat to these individuals or others in the workplace and the threat cannot be eliminated by reasonable accommodation or if the accommodation creates an undue hardship to The Arc of Union County.
The Arc of Union County is an Equal Opportunity Employer. All qualified applicants receive consideration for employment without regard to race, color, religion, sex, ****** orientation, gender identity, national origin or protected veteran status and will not be discriminated against due to a disability.
Work Environment – The agency offers safety trainings such as Universal Precautions/Infectious diseases, COVID-19 Education and Safety Practices among others to promote a safe environment for all employees and service recipients including visitors. Personal Protective Equipments and necessary supplies such as disinfectants are supplied to all employees free or charge. Each employee is responsible to complete offered trainings and implement the health and safety protocols and mitigation practices consistently.
Monitor and safeguard agency property and funds.
The agency may assign employees to any duties and to any work site it deems necessary in its sole discretion.
This is an administrative position; you are required to communicate abrupt absence directly to your supervisor/operation management and verbally handover (not necessary physically) responsibilities to your supervisor for the smooth operation of programs and the safety and wellbeing of the service recipients. This position requires four (8) weeks’ notice prior to leaving or resignation.
Summary: The Arc of Union County Inc. is a leading provider of Person-Centered services to individuals with intellectual and developmental disabilities through various services and programming. Under the direction of the Director, Finance or designee, AR/AP Accountant, Finance provides backup supports in financial transactions of The Arc of Union County, including Accounts Receivable, Cash Receipts, bank reconciliations, preparation of journal entries, and all activities related to the accounts payable function. Additionally, assists the billing department by collecting information for services provided, entering information into claims coding, transmitting for payment, resolving discrepancies, adjusting bills and; preparing reports. The incumbent posts payments to accounts, assists with collections on past-due accounts and reconciles billing discrepancies. The incumbent assists in verifying billing information for new service recipients, new services, entities and updating information. The incumbent provides backup for Accounts Payable and other finance services including administration of Rental Project Assistance Contracts (PRAC)The incumbent participates fully in preparation for the Annual Audit of the agency.
This position requires completion of DDD System Mandatory Training Bundle within 90 days of hire, DDD and Agency Orientations, other designated training courses and a minimum of 12 Hours of Professional Development completed annually.
This is an exempt position and the incumbent reports to Director, Finance.
This position requires that information related to service recipient, employee, program operations, agency is handled, channeled, managed and delivered professionally to the appropriate and right personnel or party consistent with agency and department policy. Any misuse, mismanagement, etc. of information obtained, accessed, discussed, or provided to position may result in removal from managerial role or position capacity.
Skills: Proficiency in Windows software, Ability to use a financial software. Data entry skills, General math skills. Strong attention to detail, accuracy and highly organized. Self-starter with ability to take initiative and produce strategic solutions. Ability to work with generally accepted accounting procedures, balance sheets, profit/loss statements, and mathematical concepts such as probability and statistical inference. Ability to apply concepts such as fractions, percentages, ratios and proportions to practical situations. Ability to recognize, evaluate, solve problems, and correct errors, and to develop processes that eliminate redundancy. Must be detail oriented, conscientious and able to follow through. Ability to conceptualize workflow, develop plans, and implement appropriate actions.
Qualifications: Master’s’s Degree in Accounting, or C.P.A. Four or more years of current diversified accounting, experience-encompassing areas of finance and accounting herein contained. Proficient in computerized accounting software and all Microsoft office applications or the equivalent. Proficient in data entry and management. Proficiency in accounts receivable, general bookkeeping procedures, general accounting principles, knowledge of applicable regulatory standards and compliance requirements including DDD, CMS, HUD, Board of Education, HIPAA regulations. Excellent written communication and team building skills. Ability to solve issues and direct numerous and varied department operations simultaneously. Demonstrate ability to manage information effectively. Strong conceptual and computer skills required. Demonstrate ability to thrive and perform in an ever-changing, fast paced and demanding environment. Must be 21 years of age or older. Must have a valid New Jersey driver’s license and abstract (not to exceed 5 points), and ability to meet agency insurability requirements. Complete State/Federal Criminal Background checks and Central Registry checks.
Major Position Responsibilities
Accounts Receivable
Familiarize with the Arc of Union County’s procurement/Internal Controls policy and apply all entries, transactions etc. in accordance with all protocols, provisions etc. in accordance with the policy and procedure.
Obtain and maintain a thorough understanding of the financial reporting and general ledger structure.
Maintain bookkeeping database, spreadsheets, and update information as needed.
Collect payments in accordance with payment due dates and accurately record it into the system or department accounts accurately.
Update accounts based on payment or contact information.
Prepare bank deposits, process daily cash deposit, and online banking transactions.
Generate and send out invoices.
Develop a recovery system, initiate collection efforts, and follow up on collections and allocating payments.
Monitor account details for non-payments, delayed payments and other irregularities.
Research and resolve payment discrepancies.
Generate age analysis and provide accurate aging reports.
Review AR aging to ensure compliance.
Facilitate accurate and timely reporting of financial information for areas of responsibility.
Ensure the timely reporting of all monthly financial information.
Monitor funds received from vouchers, invoices for service delivered by workforce development and employment services and provide financial statement to WFD&ES management.
Communicate with WFD&ES team to reconcile and ensure that the amount billed and recoded monthly is accurate.
Communicate with the billing manager at the local DVRS office to ensure timely billing.
Facilitate monthly reconciliation of assigned bank accounts with the General Ledger and make necessary adjustments or corrections as needed.
Maintain the accuracy of the Therap interface with the General Ledger, investigate, and resolve any variances.
Maintain the accuracy of the billing journal entries including accounts receivable, identify discrepancies and support with reconciliation.
Follow established procedures for processing receipts, cash etc.
Assist with month-end closing.
Carry out billing, collection, and reporting activities according to specific deadlines.
Identify issues attributing to account delinquency and discuss them with management.
Relate with the customers to enable easy resolution of all outstanding payment issues.
Create reports and balance sheets that document overall profits and losses and distribute to operations management as directed.
Collect data, prepare, maintain periodic metrics, reports, carry out analysis, and present to the management on regular basis as required.
Review bill details to ensure that the bill includes vendor name, authorization, date, and verified and matching requirements to the purchase order.
Familiarize yourself with all the agency’s Early Intervention Program billing cycles and revenue streams.
Execute all Early Intervention Program billing data entries as assigned or directed.
Gather billing information by reviewing information or service provided records checking for completeness and accuracy.
Generate invoice and billing materials, submit for reimbursement to the appropriate processing entity or vendor as assigned.
Collaborate with AR to Account for Accrued Revenue and Submit completed vouchers/invoices to DVRS, Vendors, to provide assured efficient and effective system for reimbursement.
Work with Senior Accountant, Billing Director, Senior Director of Work Force Development, and Warehouse Manager to perform DVRS reconciliations including supported employment, long-term follow along, and subcontractor vouchers.
Assist in processing claims in a timely manner and ensure prompt payment.
Review billing reports at least daily, ensure submissions have current and correct dates, post corrections and reflect void claims as necessary.
Review reimbursement statement for any payment inconsistencies.
Prepare monthly reports by summarizing billings, adjustments, and revenues received for all assigned entities and services including EI, Adult Day Services Program, Workforce Development and Employment Services etc., featuring billing totals vs. actual billing, actual billing totals vs. actual revenue billing and provide report to executive operations.
Works with Billing Department to reconcile the Therap billing to Abila reports.
Document any payments missed and ensue tracking.
Assist with collection effort on past-due accounts.
Serve as backup to Accounts Payable in other activities including Entering invoices and processing vendor payments and filings.
Perform a check run from beginning to end in Abilia system and review Accounts Payable transactions.
Accounts Payable
Compare purchase orders, prices, terms of payment and other charges.
Verify vendor invoices and adjustments for accurate account coding and amount due.
Match invoices with open purchase orders and delivery receipts to insure receipt of goods ordered at contracted price.
Assess/analyze billing statements for collections written and verbal correspondence.
Ensure accurate coding of invoices and allocation to appropriate departments.
Ensure accurate and timely input of all vendor invoices/vouchers to the general ledger system.
Update Ledger accounts based on the received bills and an expense entry as required.
Establish and maintain an effective system for monitoring all invoices due for payment.
Process and ensure timely payment on any bill, as agreed upon between vendors and the agency.
Ascertain required documents and verify before processing payment.
Flagg and clarify any unusual or questionable invoice items, prices etc.
Research invoice discrepancies, issues and inform next level supervisor.
Select, prepare payment schedule for review and perform check runs.
Provide and scrutinize details entered on the check, vendor bank account details, payment vouchers, the original bill and purchase order.
Pay vendors by verifying entity or governmental ID numbers, scheduling and preparing checks, and resolving purchase order, contract, invoice, or payment discrepancies and documentation.
Pay employees by verifying expense reports and requests for advances.
Payments
Assure all purchase transaction documents meeting agency acceptable criteria constituting either:
Requisition, Invoice, and Receipt.
Requisition, Invoice, and Delivery slip.
Requisition, Proposal, and Receipt.
Proposal, Work Order Ticket, Requisition, and Receipt.
A work Order Ticket with estimated cost, Requisition and Receipt.
A signed Contract and service delivery slip.
The purchase transaction document must feature validation signatures by respective recipient Program’s Assistant Directors, Director and Executive designee on either of document submitted.
Assure that all receipts, invoices, proposals, work order tickets, are accompanied by Work Order-Purchasing Order Requisition Pre-Authorization Request Reconciliation Form signed and approved all levels of management as required before recording entry and/or processing payment.
Assure fulfillment of the agency policy for signatory on all accounts payable checks issued.
Pay bills in a timely and accurate manner while adhering to departmental procedures.
Audit and reconcile charge account bill statements vs Requisitions/Receipts monthly or frequently.
Reinforce agency practice that check payment is the primary method of payment for service or purchases approved by the agency.
Assure that any emergency payments by phone or wire transfer requires written approval and authorization by the Director, Finance Services, and by the Associate Executive Director, Operations on the agency “Emergency Wire Transfer Authorization Form” expedited electronically through Adobe Sign or Doc Sign.
Ensure maintenance of a comprehensive listing of ongoing contract obligations, recurring bills including fixed costs accounts, etc. and timely processing of payments, avoid delinquencies, late fees, penalties, cancellation of accounts etc.
Assure compliance with prohibited use of credit card for standard cycling/recurring or rotation bills payments in place of Accounts Payable’s role.
Maintain inventory of all agency cards and availability for review at all times.
Assure that before processing any payment; obtain written approval from the Director of Finance Services and authorization by the Associate Executive Director, Operations.
Follow policy not to schedule items for payments unless they meet agency policy and procurement requirements. Forward invoice, receipt or bill statement without proper Program review and signed Purchasing Order/Work Order Requisition Preauthorization Request/Reconciliation Form, a General Ledger Purchase Order (PO) or Web Help Desk to the respective Program Director approval by program management team for proper review and endorsement.
Complete payments and control expenses by receiving, processing, verifying, and reconciling invoices.
Prepare and file all duplicate checks with related documentation by vendor or as otherwise assigned.
Maintain accounting ledgers by verifying and posting transactions to journals, ledgers and other records.
Verify vendor accounts by reconciling monthly statements and related transactions.
Disburse petty cash by recording entry and verifying documentation.
Issue stop payments or purchase order amendments.
Reconcile accounts payable transactions by verifying entries and comparing system reports to balances.
Reconcile all major vendor accounts on a monthly basis to include resolution of discrepancies with appropriate parties.
Charge expenses to accounts and departments with careful analysis of invoice/expense reports; recording entries.
Track expenses, process expense reports and prepare analysis of accounts.
Perform accounting duties such as account maintenance, recording entries and reconciling books of accounts.
Obtain, at time of vendor setup, all required documentation from vendors including but not limited to completed W9 forms, current certificate of liability insurance and where appropriate, workers compensation insurance to include carrier name, date(s) of in-force insurance, limits of coverage and any other information deemed necessary.
Prepare, produce and mail vendor 1096/1099 forms within prescribed due dates.
Maintain all accounts payable files, historical records including vendor files cataloging and filing documents.
Ensure that all finance department records are maintained in compliance with applicable records retention policies and procedures.
Monitor and safeguard agency property and funds.
Prepare and provide supporting documentation for audits.
Maintain a thorough understanding of the financial reporting and general ledger structure.
Maintain bookkeeping database, spreadsheets, and update information as needed.
Facilitate accurate and timely reporting of financial information for areas of responsibility.
Ensure the timely reporting of all monthly financial information.
Facilitate monthly reconciliation of assigned bank accounts with the General Ledger and make necessary adjustments or corrections as needed.
Maintain the accuracy of the Therap interface with the General Ledger, investigate, and resolve any variances.
Responsible for the maintenance and accuracy of the billing journal entries including accounts receivable, identify discrepancies and support with reconciliation.
Follow established procedures for processing payments etc.
Housing and Urban Development Responsibilities
Perform Bank reconciliations as required for the HUD legal entities.
Manage invoices and cash receipts for the HUD legal entities.
Perform recurring entries, standard entries, and work with Director of Finance for review and approval.
Work with Director of Finance on adjusting entries where necessary.
Perform configuration items and clerical entries into agency systems where necessary under the supervision of the Director of Finance.
On a monthly basis process all HUD vouchers into the REAC system.
General
Advise and handle non-routine financial transactions.
Support budget and forecasting activities.
Provide cross training to new and existing staff as needed.
Complete all trainings as designated and attend professional development workshops as directed.
Develop and maintain a thorough and up-to-date knowledge of applicable computer skills as well as all software packages and applications used in all finance functions.
Provide support to department special projects and workflow process improvements.
Identify protocols that needs update in the accounts receivable processes of the organization and present proposal to the Assistant Executive Director, Finance Services for review.
Perform duties according to the methods, manner and spirit of the ideals of the field of Human Services and within profession/job specific guidelines, including wearing appropriate attire, being a role model for staff, service recipients etc.
Employees of Arc of Union County, Inc. are strictly prohibited from acting as Support Coordinators for any service recipient receiving services at Arc of Union County.
Downloading, copying, transferring, and transmitting of agency documents to personal accounts, and/or distribution externally is prohibited. The agency uses various IT systems to detect these activities.
Must fully cooperate with all investigations, inspections, etc. internally and externally including full cooperation with the Department of Human Services, the Division of Developmental Disabilities, Office of Licensing, Licensee or any other duly authorized person regarding the care and service given to individuals served by this Agency.
Employees who may encounter individuals served shall be subject to and comply with the requirements for random drug testing for controlled dangerous substances. Criminal history record background checks will be conducted at least once every two years for agency’s employees. Any employee who is required to undergo a criminal history record background check and refuses to consent to, or cooperate in, the securing of a criminal history record background check shall be immediately removed from the person’s position and the person's employment shall be terminated.
The Arc of Union County, Inc. is contracted with the New Jersey Department of Human Services to provide and facilitate essential personal care and health promotion services to individuals with disabilities and other comorbid conditions. As an essential employee, you are required to adhere to your assigned operations work schedule and/or as directed by upper management.
Standard
Participate in cross training with new and existing staff as needed.
Complete all trainings as designated and attend professional development workshops as directed.
Develop and maintain a thorough and up-to-date knowledge of applicable computer skills as well as all software packages and applications used in all finance functions.
Assist with researching budget vs. actual variances tasks as directed.
Monitor and safeguard agency property and funds.
Perform duties according to the methods, manner and spirit of the ideals of the field of Human Services and within profession/job specific guidelines, including wearing appropriate attire, being a role model for staff, service recipients etc.
Employees of Arc of Union County, Inc. are strictly prohibited from acting as Support Coordinators for any service recipient receiving services at Arc of Union County.
Downloading, copying, transferring, and transmitting of agency documents to personal accounts, and/or distribution externally is prohibited. The agency uses various IT systems to detect these activities.
Must fully cooperate with all investigations, inspections, etc. internally and externally including full cooperation with the Department of Human Services, the Division of Developmental Disabilities, Office of Licensing, Licensee or any other duly authorized person regarding the care and service given to individuals served by this Agency.
Employees who may encounter individuals served shall be subject to and comply with the requirements for random drug testing for controlled dangerous substances. Criminal history record background checks will be conducted at least once every two years for agency’s employees. Any employee who is required to undergo a criminal history record background check and refuses to consent to, or cooperate in, the securing of a criminal history record background check shall be immediately removed from the person’s position and the person's employment shall be terminated.
The Arc of Union County, Inc. is contracted with the New Jersey Department of Human Services to provide and facilitate essential personal care and health promotion services to individuals with disabilities and other comorbid conditions. As an essential employee, you are required to adhere to your assigned operations work schedule and/or as directed by upper management.
Other
Process billing for services provided through vouchers including Piecework Contract Vendors, Division of Vocational Rehabilitation Vouchers, Other Billed Vendors. And generate and send out invoices.
Serve as backup for preparing bank deposits, process monthly cash deposits, and online banking transactions in the General Ledger System. Ensure all transactions entered into the GL system has supporting documentation and proper coding.
Serve as backup for processing check deposits via the remote check signing machine.
Monitor account details for non-payments, delayed payments and other irregularities.
Research and resolve payment discrepancies. Generate age analysis and provide accurate aging report.
Review AR aging to ensure compliance.
Monitor funds received from vouchers, invoices for service delivered by workforce development and employment services and provide financial statement to WFD&ES management.
Communicate with WFD&ES team to reconcile and ensure that the amount billed and recorded monthly is accurate.
Communicate with the billing manager at the local DVRS office to ensure timely billing.
Maintain the accuracy of the Therap Medicaid interface with the General Ledger, investigate, and resolve any variances. Reconcile Medicaid payments received by ACH to the bank and analyze all Medicaid billing to ensure accurate cash flow and revenue stream for financial presentations.
Work with other department heads to resolve any discrepancies with invoices and payments for the organization to ensure accurate financial data.
ADA Expectations
This position requires an employee to perform duties in an indoor and or outside setting where exposure to weather elements, dirt, and dust, unpleasant smells, and/or loud noises are possible including occasional temperature fluctuations depending on the climate/season/weather. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands: The physical demands for this position must be met by an employee to successfully perform the essential functions of the job. While performing the duties of this job, the employee may be regularly required to maintain a stationary position (standing and sitting), move/traverse, kneel, bend, reach with hands and arms for extended periods of time, twist, carry, lift up to 35 pounds, Agility with wrist and finger dexterity to access, key and sort electronic information or file documents, ability to view computer and/or electronic device for extended period and other physical duties as directed by your supervisor and/or Director.
The essential Cognitive Functions of this position may include ability to analyze, compute, hear and repeat information, take notes, read documents, generate written information, independently problem solve, tolerate interruptions, maintain positive public relations, organize, verbally communicate and converse with a diverse group of people among others.
The Arc of Union County will reasonably accommodate qualified individuals with a disability so that they can perform the essential functions of a job unless doing so causes a direct threat to these individuals or others in the workplace and the threat cannot be eliminated by reasonable accommodation or if the accommodation creates an undue hardship to The Arc of Union County.
The Arc of Union County is an Equal Opportunity Employer. All qualified applicants receive consideration for employment without regard to race, color, religion, sex, ****** orientation, gender identity, national origin or protected veteran status and will not be discriminated against due to a disability.
Work Environment – The agency offers safety trainings such as Universal Precautions/Infectious diseases, COVID-19 Education and Safety Practices among others to promote a safe environment for all employees and service recipients including visitors. Personal Protective Equipments and necessary supplies such as disinfectants are supplied to all employees free or charge. Each employee is responsible to complete offered trainings and implement the health and safety protocols and mitigation practices consistently.
Monitor and safeguard agency property and funds.
The agency may assign employees to any duties and to any work site it deems necessary in its sole discretion.
This is an administrative position; you are required to communicate abrupt absence directly to your supervisor/operation management and verbally handover (not necessary physically) responsibilities to your supervisor for the smooth operation of programs and the safety and wellbeing of the service recipients. This position requires four (8) weeks’ notice prior to leaving or resignation.
💡 Quick Summary
Seeking a career-building opportunity? The AR/AP Accountant Finance (& PRAC HUD Subsidy Management) position is now open for candidates interested in the Accountant Jobs sector. This role in Springfield Gardens offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Accountant Jobs is a plus.
