Accounting Clerk, FT

Recovery Options; Buffalo (NY); On-site; USD 42,000 - 52,000; Full time

Job summary

Recovery Options Made Easy in Buffalo, NY is seeking an Accounting Clerk Accounts Payable. This role owns the full AP process with support from the Financial Controller and partners with internal departments to ensure timely and accurate payments.

The ideal candidate will be proficient with MS Great Plains and Excel, able to manage vendor inquiries, and maintain compliant documentation. A 1-year payables background and an associate degree in accounting are valued.

Qualifications

• Associate’s degree in accounting with at least 1 year payables experience.
• Two years’ continuous payables experience or related exposure.
• Knowledge of HIPAA and confidential information handling.
• Proficiency with MS Great Plains, Excel, Adobe Pro and Outlook.

Responsibilities

• Process requisitions, purchase orders, and vendor invoices in the ERP system and allocate expenses in Excel.
• Assist with program funding reporting, vendor history queries, remittance advice, and check registers.
• Write checks, process ACH payments, and manage the accounts payable aging to ensure timely payments.
• Serve as primary contact for vendor inquiries and resolve discrepancies with follow-up.
• Maintain document management—PDFs, file naming, and electronic/paper filing per standards.

Skills

Organizational skills

Time management

Communication skills

Attention to detail

Initiative and judgment

HIPAA compliance

Education

Associate’s degree in accounting

Two years’ payables experience

Tools

MS Great Plains

Excel

Adobe Pro

Outlook

Job description

JOB SUMMARY

The Accounting Clerk Accounts Payable is a full-time or part-time position for an individual to engage in accounting and office tasks. This position requires the individual to take ownership of the entire accounts payable process with support from the Financial Controller. The Accounts Payable Clerk collaborates closely with business partners across the organization to ensure an efficient accounts payable process. As part of a team, you'll gain valuable experience in accounts payable and accounting within the healthcare industry.

ESSENTIAL FUNCTIONS:

• Using the agency’s ERP accounting platform (MS Great Plains) prepare and process requisitions, purchase orders, and vendor invoices. This involves using Excel to allocate expenses across programs, accurately coding expenses, and matching invoices to purchase orders.
• Utilizing the ERP, assist with program and funding source expense reporting, vendor history queries, remittance advice, check registers and other reporting.
• Writing checks, processing ACH vendor payments, and paying bills online including non-purchase order vendor invoices. This includes working closely with the Financial Controller to manage the accounts payable aging report to ensure timely payment of authorized payments.
• As a primary contact for vendor payment inquiries, review vendor statements for accuracy and missing invoices and receipts. Resolve discrepancies and follow up with vendor as needed.
• Document management is a primary function of the position. Proficiency with Adobe Pro is essential. The ability to print to pdf, merge files, and add, edit and highlight text is necessary. Following file naming conventions, and folder organization is paramount.
• Document management includes ensuring approvals are evidenced, documentation is complete, and files are retained electronically and in paper form according to agency standards and funding and regulatory requirements. Annually move prior year records to storage and assist in purging/destruction of historical records.
• Following new vendor policies including requesting W-9’s and entering vendor data in Great Plains.
• Assist with preparation of year end 1099 forms.

ADDITIONAL RESPONSIBILITIES:

• Ensure all daily functions adhere to financial policies and procedures.
• Performs other duties as assigned.

COMPLEXITY OF WORK AND DECISION MAKING:

Works in accordance with policies and regulations which may require judgment, initiative, creativity and the ability to deal with complex factors and decision making based on conclusions for which there may be little precedent.

AUTONOMY AND ACCOUNTABILITY:

Works from general objectives (such as governmental and agency compliance standards) and broad and varying policies, procedures, rules or precedents with significant functional guidance. Refers specific cases to manager for clarification or interpretation. Review by manager focuses on achievement of the objective and not necessarily on the means, except when required to ensure compliance with regulations.

TECHNOLOGY, EQUIPMENT OR TOOLS:

Intermediate to Advanced skills in Microsoft Office including Excel, Word, Adobe and Outlook. Evidence of skills demonstrated by the ability to perform all the basic functions within each program; including but not limited to maintaining a calendar, sending e-mail as well as the ability to create and maintain excel workbooks; including but not limited to creation of formulas, tables and reports. Must also be proficient in utilizing various computer systems.

General office equipment is used including fax/copy/scanning machine, computer and phone system.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work follows established practices and operating procedures with some latitude for independent judgment. Maintains strict visual contact with work up to 100% of the time. May occasionally lift to (35) thirty-five pounds, without mechanical assistance. Work involves sitting, standing, climbing stairs and ambulating from task to task.

The noise level in the work environment is usually light.

EDUCATION & EXPERIENCE:

• Associate’s degree in accounting with a minimum of one year of dedicated payables experience

Or

• A minimum of two years’ continuous, direct payables experience.

KNOWLEDGE, SKILLS & ABILITIES:

• Strong organizational and time-management skills with ability to meet deadlines.
• Demonstrates initiative and sound judgment when working independently or in a team.
• Self-motivated and detail oriented.
• Possesses excellent listening and communication skills (verbally and in writing) with timely follow-up to questions, inquiries, and issues.
• Demonstrates a high level of professionalism.
• Knowledge of the organization of program operations
• Understanding of confidentiality and HIPAA laws regarding recipient’s records and information
• Willingness to continuously learn and develop skills as they pertain to the needs of the agency and the position.

The Americans with Disabilities Act of 1990 (ADA) prohibits discrimination by employers, in compensation and employment opportunities, against qualified individuals with disabilities who, with our without reasonable accommodation, can perform the “essential functions” of a job. A function may be essential for any of several reasons, including: the job exists to perform that function, the employee holding the job was hired for his/her expertise in performing the function, or only a limited number of employees are available to perform that function. Recovery Options Made Easy, is committed to equal opportunity for all, without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristic. Recovery Options Made Easy will make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodation would impose an undue hardship on the operation of our business. If you are interested in applying for an employment opportunity and feel you need a reasonable accommodation pursuant to the ADA, please contact Colleen Hutchinson at Recovery Options Made Easy

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