Accounting Coordinator

Status: Regular Full-time Exempt

Department: Finance

Reports to: VP Finance

Approved: April 2021

PPDE now requires all staff to be fully vaccinated against Covid-19.

Salary range for this position starts at $43,000 based on experience.

In order to be considered for this position, applicants MUST submit a cover letter stating their interest in the position and working for Planned Parenthood of Delaware.

Under the supervision and direction of the Vice President of Finance, this position is primarily responsible for processing payroll, expenditure transactions, accounts payable, fee for service billing, and supporting the VP of Finance. Responsibilities also include specific internal auditing procedures including surprise cash and inventory observations, reconciliations, and monthly inventory control.

A. Accounts Payable

1. Review invoices for properly completed Purchase Authorization and Invoice Approval Form, including proper coding, cost center and project allocations.

2. Match properly completed PAIA forms and approval policies contained in the Accounting Policies and Procedures Manual.

3. Process invoices daily and prepare accounts payable journal entries for posting to G/L.

4. Enter credit card charges by the 10th of each month and prepare journal entry for posting to G/L.

5. Prepare AP Report for review and approval to VP Finance prior to Processing payment to ensure that invoices are properly approved by Center Manager and/or Department VP.

6. Prepare checks for signature to ensure that (1) checks are properly signed by CEO or his/her designee (2) payments are made on a timely basis to avoid late fees and to take advantage of prompt payment discounts.

B. Payroll

1. Process bi-weekly payroll (P/R) including ensuring PTO, deductions and taxes are properly calculated prior to submitting to VP of Finance for final review and submission to payroll provider.

2. Set-up new hire labor allocations, payroll deductions, taxes, paid time off and direct deposits.

3. Process all employee changes if requested by HR, such as salary adjustments, terminations, health and retirement benefit adjustments to ensure that all employee deductions are processed properly.

4. Reconcile payroll data in Paycor.

5. Prepare and submit 403(b) payments to vendor bi-weekly.

6. Prepare and submit HSA payments to vendor bi-weekly.

7. Prepare and submit additional insurances to vendor.

8. Maintains PTO balances for staff.

9. Prepare employee payroll data and other reports upon request for VP of Finance, HR and the President/CEO

C. Revenue Cycle

In collaboration with the VP of Operations:

1. Preparation of Fee for Service Reports and invoices related to contracted services.

2. Review and processing of patient refunds.

3. OIG Verification for Vendors.

D. Other Responsibilities

1. Inventory Reconciliation

2. Cash Audits – Medical Centers

3. Make deposits.

4. Manage Petty Cash.

5. Performs other duties as assigned.

QUALIFICATIONS: To be successful, an individual must perform each essential function satisfactorily. Listed below are knowledge, skills and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Bachelor’s Degree in Accounting or Finance or equivalent related work experience preferred.

2. Significant experience with Microsoft Office 365, and relevant hands-on experience with various accounting software packages.

3. Experience with Financial Edge accounting software and Next Gen and /or EHR/EPM medical services management software is preferred.

4. Significant experience with the accounts payable function in an Accounting/Finance Department as well as relevant purchasing and inventory management experience.

5. Must be detail oriented, accurate, able to follow instructions, and exhibit perseverance in completing all tasks assigned.

6. Organizational ability to manage multiple projects and meet deadlines

7. Ability to handle confidential information in a discreet, professional manner

Reasoning Ability: Must have the ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in various formats required. Must be highly organized, creative, detail-oriented, and accurate with the ability to set and meet tight deadlines. Must possess strong organizational skills.

Language Skills: Ability to read, analyze and interpret periodicals, professional journals, procedure manuals and technical procedures. Requires excellent verbal and written communication skills, listening, and interpersonal relationship skills. Must be able to communicate clearly and interact comfortably with a diverse group of clients, staff and volunteers in a non-judgmental, professional, and sensitive manner.

Mathematical Skills: Must possess the ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals.

Computer Skills: Excellent keyboarding skills with high level of accuracy required. Proficiency in Internet usage and Microsoft Office 365, including but not limited to the following programs: Word, Excel, Outlook. Must possess capacity to learn software programs required for specific position and access electronic communications, including e-mail, Extranet and Internet.

Physical Demands: All of the position functions listed within this position description involve to greater and lesser degrees the following physical demands: close vision; hearing/listening; clear speech; walking; lifting and carrying up to 40 pounds; stooping; kneeling; bending; sitting; standing; and use of hands to finger, handle, and feel and use keyboard. The physical demands are representative of those required to successfully perform the essential functions of this position.

Must exhibit the ability to work in an environment that:

1. Has strict reporting deadlines.

2. Is fast-paced.

3. Requires a “can do” attitude.

4. Requires the ability to build productive relationships and effectively work independently yet collaboratively as part of a team.

5. Requires the ability to function in a cost-effective and efficient manner, multi-task, and work effectively under pressure due to conflicting demands.

6. Requires the ability to perform agency duties at various sites and, therefore, requires a valid driver’s license or other ability to provide own reliable transportation.

7. May involve the presence of protesters during working hours.