Accounts Payable Supervisor jobs in Juneau, AK

POSITION TITLE: Accounts Payable Accountant

DEPARTMENT: Finance

PAY GRADE: 10

FLSA STATUS: Non-Exempt

ESC CODE: 43-3099

FUNDING SOURCE: Indirect

Position Summary:

This position provides support services to the Finance department, to include: Accounts Payable (reviewing and reconciling invoices against referral orders and entering requisitions into the Microix accounting and processing vendor payments.  As needed will assist in timekeeping system; Payroll (reviewing and adjusting timesheets); and other administrative tasks such as day-to-day administrative functions and general office duties including copying, scanning, filing and distributing originals and copies of agency in-coming and out-going correspondence with funding sources, consultants, contractors, etc. 

This position requires compliance with Health Center’s compliance standards, including its Standards of Conduct, Compliance Program, and policies and procedures. Such compliance will be an element considered as part of the position’s regular performance evaluation. 

Essential Functions:

1. Maintains, prepares and organize vendor files and issues vendor numbers; verifies accurate vendor information before entering in the automated accounting system.
2. Get a completed W9 tax form from new vendor to determine if they should be a 1099 recipient. Ensure to identify the 1099 recipients in their vendor file in MIP/Microix.
3. Ensure accounting has all the source documentations before data is entered into automated accounting system. Read the Procurement Policies.
4. Except for regular monthly bills like rent and utilities, invoice received directly in accounting without a PO must be routed to the program directors/managers. Program Directors/Managers must code and have the invoice entered in Microix. Program Directors must approve the invoice and forward to Finance with complete documentations to Accounting. Payables are then process and preliminary reports reviewed and approved by the CFO or designee before proceeding to the final steps of printing checks or direct deposits.
5. For internal control, after CFO or designee approves the preliminary reports, Account Payables Accountant must review again the preliminary report and ensure nothing has been added in amounts or payees. Transfer the posted invoices to MIP from Microix.
6. Communicates with vendors and employees to resolve any problems that arise with accounts or invoices.
7. Assist with revisions of compliance policies and procedures in response to changes in the needs of Health Center, changes in law, and changes in standards and procedures of government and private payer health plans.
8. Assist audit and provide the necessary reports required in the audit.
9. Coordinate with Payroll on employee cash advance. Forward to Payroll, employee agreements on cash advance, copies of payment made for employee cash advance, conflict of interest disclosure forms, etc.
10. Assist payroll as needed during payroll processing.
11. Continuous implementation of Internal Control.
12. Must comply with federal laws and regulations as required by the Health Insurance Portability and Accountability Act (HIPAA).
13. Participate in organizational activities for team building.
14. Performs other duties as assigned.

Knowledge, Skills and Abilities:

• Knowledge of generally accepted accounting principles (GAAP).
• Knowledge of bookkeeping principles and practices.
• Knowledge of Y-CHC internal controls.

• Knowledge of relevant federal, state and local laws rules and regulations.
• Knowledge of self-governing tribal, Federal and state laws and guidelines for the administration of federally funded grant projects.

• Knowledge of computer software applications including Windows, MS Word, MS Excel, Outlook, Access and other database programs.
• Knowledge of correct business practices, correspondence, and typing formats, including grammar, composition, spelling and punctuation.
• Ability to understand, analyze, and interpret Federal and state laws and regulations, grantor guidelines, financial reports, and legal documents.

• Ability to work with personal computer and utilize a variety of software applications, including MIP Fund Accounting software and office software systems.
• Ability to learn and continuously improve, to be audited, observed, and reviewed.
• Ability to communicate politely, clearly and effectively, both orally and in writing.
• Ability to prioritize and shift priorities in a changing environment.
• Ability to organize the multiple demands of the job.
• Skill in personal effectiveness and credibility; understands the importance of maintaining confidentiality, able to maintain confidentiality.
• Skill in time management, and prioritizing and organizing work.
• Skill in interpersonal relations and customer service.
• Skill in the maintenance of files and records.
• Skill in use of personal computer and a variety of job-related software applications.
• Skill in oral and written communication.
• Possession or ability to readily obtain a valid driver’s license issued by the State of Alaska with a clean driving record

Work Environment/Physical Demands:

The environment involves everyday risks or discomforts that require normal safety precautions typical of such places as offices, meeting and training rooms, requiring use of safe work practices with office equipment, avoidance of trips and falls, observance of fire regulations and traffic signals. The work area is adequately lighted, heated, and ventilated.

The work is sedentary. Typically, the employee sits comfortably to do the work.  However, there may be some walking; standing; bending; carrying of light items, such as papers, books, or small parts; or driving an automobile. The employee must be able to read, write, speak and hear.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Supervisory and Management Responsibility:

This position has no supervisory responsibility or authority.

Minimum Qualifications:

• High school diploma or equivalent.
• Three (3) years of progressively responsible finance or accounting experience.
• Intermediate computer skills; experience using MS Word, Excel and PowerPoint preferred.
• Full COVID-19 vaccination required unless a documented medical or religious exemption is approved. 
• Possession or ability to readily obtain a valid driver’s license issued by the State of Alaska with a clean driving record.
• Must successfully pass a criminal and background check.

NATIVE AMERICAN PREFERENCE WILL BE APPLIED TO HIRING OF THIS POSITION AS DEFINED IN TITLE 25, US CODE, CHAPTER 14, SUBCHAPTER V, SUBSECTION 273 AND 274.  WE ARE AN EQUAL OPPORTUNITY EMPLOYER WITH PREFERENCE GIVEN TO QUALIFIED NATIVE AMERICAN/ALASKA NATIVE APPLICANTS IN ACCORDANCE WITH FEDERAL LAW AND TRIBAL POLICY.