Accounting Support Assistant

Sherburne County; Elk River (MN); On-site; USD 34,000 - 41,000; Full time

Job summary

Sherburne County Health & Human Services is seeking an accounting professional to maintain, process, and prepare complex accounts in the Accounting Unit. This role supports fiscal reporting, invoicing, revenue tracking, and reconciliations to ensure accurate funds flow for programs.

The position requires knowledge of agency programs, access to state systems, and ability to generate timely financial summaries for program management. Strong attention to detail and accuracy are essential.

Qualifications

• High School Diploma/GED or equivalent plus work experience or education plus experience.
• Preferred experience in a Federal, State, County, or City human services department.

Responsibilities

• General ledger receipt processing and assigning descriptions to revenues.
• Prepare financial and statistical spreadsheets for fiscal supervisor and management.
• Prepare bills and invoices acceptable by the Office of the State Auditor.
• Troubleshoot vouchers and payments with clients, vendors, and staff.
• Prepare and submit reports and claims to the state for reimbursement.
• Post journal entries and balance reconciliations.
• Support other accounting functions as needed.

Skills

Office practices

English grammar

Office machines

Prioritization

Instructions follow

Verbal & written communication

Education

High School Diploma/GED

Tools

MAXIS

METS

SSIS

Job description

Are you looking for meaningful work?

Interested in making a difference in your community? Come work for Sherburne County Health & Human Services!

This position is responsible for the maintenance, processing and preparation of difficult and complex accounts and reports in the Accounting Unit of a large Health & Human Services Agency. This position requires substantial knowledge of Agency programs and accessing information in various state computer systems to maintain an integral part of an extensive accounting operation.

Our Mission:

The mission of Sherburne County Health and Human Services (SCHHS) is to promote and protect the health, safety, well-being, and self-sufficiency of Sherburne County residents.

Our Vision:

It is the intent of the organization to provide human service programs to the residents of Sherburne County, designed to protect and enhance the lives of vulnerable populations (such as the developmentally disabled, children in need of protective services, vulnerable adults, mentally ill, and others).

This position is located at the Government Center in Elk River, MN. Our regular business hours are Monday-Friday 8:00am-4:30pm, though the department provides staff with flexibility in effort to strive for a desired work/life balance. Sherburne County is one of the fastest growing counties in Minnesota, where you can find a nice blend of suburban and rural life. If you are interested in bringing your skill and talent to a dynamic department in a growing community, we encourage you to apply for this great opportunity.

Learn more about our workplace culture and a brief overview of our employee benefits.

To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

These examples of typical duties do not include all possible tasks for this classification and do not limit the assignment of related tasks. Regular attendance according to the department's approved work schedule is required for all Sherburne County positions.

• General ledger receipt processing. Assign correct description to incoming revenues. Troubleshoot unknown checks for receipting purposes. Assign correct account number to incoming receipts and track revenue source to assure full receipt of funds.
• Prepare various financial and statistical spreadsheets for fiscal supervisor and management team. Develop revenue and expenditure reports for specific programs and provide summaries upon request.
• Prepare bills and invoices in a manner that is acceptable by the Office of the State Auditor’s.
• Trouble shoot vouchers and payments with clients, vendors, and staff.
• Prepare and submit reports and claims to the state to procure reimbursement.
• Post journal entries.
• Backup to other various accounting functions.
• Return phone calls within 24-48 hours.
• Prioritize work daily, weekly, and monthly to coincide with deadlines established by Federal, State and County rules.
• Recommend policy, procedure and protocol changes and enhance and advance the quality and timelines of the services.
• Create, maintain, and compile data for various spreadsheets and reports.
• Develop and maintain respectful and cooperative working relationships with clients, the public, providers, managers, and staff at all organizational levels.
• Confer regularly with and keep immediate supervisor informed on all important matters pertaining to assigned job accountabilities.
• Demonstrate by personal example the service excellence and integrity expected from all employees.
• Attend unit/agency meetings, training sessions/conference/seminars, etc. as they relate to division programs to expand knowledge and improve on specific skills. Share relevant information from training with unit.
• Develop and maintain a thorough working knowledge of all department and County-wide policies, protocols and procedures that apply to the performance of this position.
• Represent Agency on assigned task forces, committees, and work groups.
• Manual accounting and computerized accounting of overpayments, and old and new debts owed to Sherburne County Health and Human Services.
• Make initial contact with client to set up repayment of debts.
• Send statements and set up payment plans.
• Arrange for debt repayment or establish repayment schedules, based on customers' financial situation.
• Refer delinquent cases to collections officers.
• Respond to phone calls from clients inquiring as to the reason for the overpayment. Explain repayment plan received and refer to eligibility specialist if needed to ascertain reason for overpayment.
• Post accurate payments made to computerized Collection system and manual system. If MAXIS related, post payments to proper account in MAXIS.
• Reconcile balance owed with MAXIS.
• Record and Post Recoupments, TOP payments and Revenue Recapture.
• Inform Collections worker if any account needs attention.
• Work closely with workers concerning correspondence such as bad checks, phone calls, letters, and memos.
• Work closely with Collections Officer.
• Stop and restart statements at Collection Officer’s request.

An individual must meet the minimum qualifications as stated below to qualify for this position.

High School Diploma/GED or equivalent education plus work experience and 1 year of relevant administrative, direct customer service with the public or human services work experience or equivalent education plus work experience.

Preferred experience in a Federal, State, County, or City human services department.

Licensure:

Valid MN driver's license.

Other training which is desirable for the position:

Medicaid Management Info System (MMIS)

MAXIS (computer system used by state and county workers to determine eligibility for public assistance and health care)

Minnesota Eligibility Technology System (METS)

Social Service Information System (SSIS)

MN Information Transfer System (MN-ITS)

Providing Resources to Improve Support in Minnesota (PRISM)

Integrated Financial Management software (IFS)

PH Documentation System (PHDoc)

Minnesota Electronic Child Care System (MEC2)

COMPASS (productivity software)

Microsoft Products - Excel, Word, Outlook, SharePoint

Zingtree (interactive decision tree software)

Onbase (information platform for managing content, processes, and cases)

Desirable Knowledge, Skills, and Abilities

• Knowledge of standard office practices and procedures.
• Knowledge of English grammar, punctuation, and vocabulary.
• Ability to operate office machines.
• Ability to organize and prioritize work in a timely manner.
• Ability to follow instructions and work independently.
• Ability to effectively communicate verbally and in writing.

Accountabilities Shared By All Employees

• Performs job responsibilities in a manner consistent with the County's vision,mission and values.
• Develops and maintains a thorough working knowledge of all department andcounty-wide policies, protocols and procedures that apply to the performance ofthis position.
• Develops respectful and cooperative working relationships with co-workers.
• Informs immediate supervisor of all important matters pertaining to assigned jobresponsibilities.
• Seeks opportunities for further personal growth and development.
• Represents the County in a professional manner to all internal and external contacts when doing the County's business.
• Complies with all rules and policies in order to maintain a safe workenvironment.

Hiring Salary Range:

$24.68 – $29.64/hour

Union:

Teamsters

Hours of Work:

This position has a usual work schedule of 8:00 a.m. to 4:30 p.m., Monday through Friday; may include occasional evening and weekend hours.

Interviews:

Selected candidates will be notified via email the week of September 21st, for 10-minute phone interviews September 25th and/or 28th.

Physical Requirements and Work Environment

Must be able to exert light physical effort in sedentary to light work. May involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (up to 25 pounds).

Must be able to operate office equipment, scanner, calculator, computer, and telephone system; requires manual and physical dexterity. Many hours of computer and phone related work. Hand eye coordination and visual acuity are necessary to work between paper documents and the computer monitor.

40% - 100% Inside Work*

Work is normally performed in an office environment. Headaches, eyestrain, and other related occupational hazards reflect the most common potential for injury in the office. This position is subject to moderate office noise levels. There is some mental stress involved resulting in inconvenience and frustration.

May have required attendance at evening/off hour’s meetings.

Direct contact with the public (supplying or seeking information) on specialized matters. Contact may include clients, co-workers, lead workers, management, hospitals and clinics, and other agencies. Travel to client homes, places of work and other settings may be required (some examples of settings include client’s: homes, apartments, hospitals, group homes, schools, shelters, correctional facilities, and treatment facilities). Work that requires direct service with client may include some disagreeable human interactions with clients who are angry, uncooperative, hostile or have mental illnesses.

*This is typical, but subject to change depending on assigned unit and if duties include outreach.