Accounting Assistant (Hospice of Midland)

Accounting Assistant

Reports To : Finance Director

Job Description Summary

The accounting assistant is responsible for the accurate and timely completion of payroll and accounts payable functions. This is a non-exempt position.

Essential Job Functions / Responsibilities

1. Correctly prepares and tracks bank deposits for both Hospice of Midland and the Endowment.

2. Accurately processes invoices and check requests including auditing for accuracy, proper authorization, and completeness of supporting documentation.

3. Assigns invoice account distributions in accordance with the chart of accounts.

4. Alerts appropriate management team members regarding late or missing documents required for accounts payable.

5. Processes and prints accounts payable and payroll checks and submits them to the Finance Director for review and approval.

6. Assists in the preparation of monthly accounts payable reports.

7. Helps uphold complete and accurate accounts payable records.

8. Assists the Finance Director in reconciling general and payroll accounts.

9. Supports the Finance Director in the preparation of the annual budget and documents for internal and external audits.

10. Maintains an accurate filing system.

11. Establishes and maintains positive working relationships with employees and other customers.

12. Maintains the confidentiality of employee and organization information at all times.

13. Performs other specific projects relating to payroll, data entry, and information system operations as required.

Position Qualifications

1. Must 18 years of age or older

2. Competency with Microsoft Office is preferred.

3. Is a high school graduate or equivalent

4. Must be a licensed driver with an automobile that is insured in accordance with state or organization requirements and is in good working order.

5. Must possess organizational skills, be detail-oriented, and able to work independently.

6. Must be punctual, reliable and available during office hours of 8 : 30 a.m. to 5 : 00 p.m. Monday through Friday; duties may include regular hours outside of these.

7. Organization personnel are expected to participate in appropriate education as may be requested by their immediate supervisor. In addition, organization personnel are expected to accept personal responsibility for other educational activities to enhance job-related skills and abilities. All personnel must attend mandatory educational programs.

Physical Requirements

The Accounting Assistant must be able to sit, stand, squat, bend, kneel, twist and climb. They must also be able to lift and push / pull up to 20 pounds. They also occasionally are exposed to dust, walk on uneven or rough ground, and work near moving equipment.

Hands will be used for repetitively grasping and turning, fine manipulation and speed work.

Environmental and Working Conditions

1. May be exposed to extremes of heat and cold in all weather conditions. Must drive in various weather conditions on roads in varying degrees of repair.

2. May be exposed to infections and contagious diseases. May occasionally be exposed to patients. Subject to varying and unpredictable situations. Handles emergency or crisis situations. Travel required. OSHA Exposure Category II (position includes tasks that involve no exposure to blood, body fluids or tissues, but employment may require some unplanned Category I tasks).

3. Low exposure risk for infectious disease transmission including SARS-CoV-2. Workers in this job category have minimal occupational contact with the public and coworkers. To minimize risk, PPE (including the use of masks) is recommended and may be mandated by federal, state and / or local regulations. Regular hand washing and frequent use of hand sanitizer will assist in minimizing risk, as will social distancing when possible.

Dress and Appearance

Purpose

To provide guidelines for personnel to project a professional image.

Policy

Employees will abide by all provisions in the Hospice of Midland dress code policy.

Procedure

All employees :

1. Staff is expected to practice good personal and oral hygiene.

2. All clothing must be neat, clean, in good repair, and shall have proper length and fit. Capris are allowed, but not shorts.

3. The employee identification badge must be worn, visible and in good repair while working. Replacements can be ordered from Human Resources as they become worn.

4. Fingernails must be clean, well-cared for, and should be of a length that doesn't interfere with job duties.

5. Visible tattoos and visible multiple body piercings (including any facial septums or rings) are not allowed. Tattoos that have offensive content must be covered at all times.

6. Perfume, cologne, fragrances, or strong scents (including cigarette odor) are prohibited, as patients, co-workers or visitors to the office may be sensitive or allergic to them.

7. Hair styles and color should be conservative in nature.

8. Any beards and moustaches must be kept neatly trimmed.

9. Friday is considered a casual day. Jeans in good repair (no rips, holes, or tears) are allowed, as are Hospice T-shirts. There may be other special circumstances where jeans are allowed, but only with supervisor's approval.

10. Shoes may be open or closed toe while working in the office. Shoes must have closed toes when working in homes and facilities.

Clinical Staff :

1. Clinical staff will wear scrubs or appropriate business casual dress. Care should be taken when laundering uniforms to maintain a professional appearance. Hospice of Midland royal blue or Hospice of Odessa red are the designated uniform colors.

2. Fingernails must be clean, well-cared for, and of a length that does not interfere with safe patient care. Artificial nails are prohibited for clinical staff for general safety and infection control purposes.

3. Any jewelry worn should be minimal, and for safety reasons, should not hang loosely.

Office Staff :

1. Office staff should wear business casual every day except Friday. Hospice of Midland or Rays of Hope T-shirts are allowed on casual Friday.

2. DME employees are allowed to wear jeans in good repair and Hospice polo or T-shirts every day. Closed-toed shoes are required daily.

If a staff member has a religious or cultural practice that would violate this policy, please contact Human Resources for a possible accommodation.

Office Hours :

Monday through Friday

8 : 30am to 5 : 00pm