Basic Function: Performs and oversees routine to moderately complex accounting duties within the Employment and Community Support Services programs using a variety of billing platforms. Duties include processing monthly AR invoices, processing reoccurring AP invoices, reviewing aging reports and ensuring payments are received timely. Completing data entry, following appropriate procedures to ensure timely and accurate submittals, maintain accounting records and create reports for leadership team members is required.
Principal Duties / Responsibilities:
Verifies AR billing rates, generates AR invoices, obtains approvals for AR invoices, submits AR invoices, communicates AR invoicing amounts to finance and program leadership in a timely manner using billing software.
Contacts other employees and customers to clarify information in order to ensure correct accounts receivable invoicing.
Maintains a billing procedure manual and updates as needed.
Manages account balances to discover outstanding debts or other inconsistencies.
Maintains a database of accounts receivable and generates reports regarding payment status.
Monitors accounts receivables through the billing process. Follows up on any delays and addresses / resolves any outstanding payments.
Reconciling vendor / customer statements monthly to ensure vendor as well as customer statements are up to date. Takes action to address any issues.
Researches and appeals any denied claims.
Maintains a listing of accounts and contract expiration dates.
Maintains confidentiality of all information and adheres to the Agency’s Code of Ethics.
Receives and processes purchase orders to include competing check requests and major expenditure requests and submits for approvals.
Meets all deadlines while producing error free invoices.
Follows up and takes needed action on any variances with amounts billed vs amount of payment.
Monitors billing systems for confirmation of payments, reports findings and addresses any issues on a weekly basis.
Assist in preparation of summaries, aging reports (including “red flag” issues) and communicates to the program leaders.
Maintains documentation for compliance to policies and procedures for internal audits.
Maintains A/P and AR Filing system.
Generates AR reports for all of ECSS.
Performs other duties as assigned.
Ability to read, interpret, comprehend instructions, correspondence, and documents. Ability to write routine correspondence. Ability to effectively present information in one-on-one and small group situations. Work requires prolong concentration using a computer in analysis and manipulating data.
Ability to add, subtracts, multiply, and divides in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate ratio, and percent and to draw and interpret graphs.
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.
While performing the duties of this job, the employee is frequently required to sit, talk, hear, and to use hands to operate computer keyboard. The employee is occasionally required to stand and walk. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, peripheral vision, and ability to adjust focus and color vision.
Duties are usually performed in an office environment. While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.
High school diploma or equivalent with at least two years related technical experience plus two to three years accounting clerk experience and/or training in an accounting environment or an equivalent combination of education and experience. Accounting degree preferred.
Excellent knowledge of bookkeeping procedures.
Strong math aptitude and ability to work and communicate accurately with numbers.
Excellent interpersonal and organizational skills.
Proficient with personal computers, hardware and other office machines and knowledge of PC spreadsheet software. Knowledge of QuickBooks required.
Ability and willingness to work hours beyond schedule as needed.
Ability to manage own work flow and resolve questions and problems with supervisor.
Ability to maintain confidentiality of information and adhere to Agency’s Code of Ethics
About Ada S. McKinley
The mission of Ada S. McKinley Community Services, Inc. is to empower, educate, and employ people to change lives and strengthen communities.
The agency was founded as a settlement house in 1919 by Ada Sophia McKinley, a schoolteacher and social reformer, who saw the need to assist veterans returning from World War I and African Americans migrating from the South. Currently celebrating its 100th year anniversary, Ada S. McKinley is one of the largest human services organizations in the country with an annual operating budget of $40 million, nearly 600 employees, serving more than 7,000 people annually at over 70 locations. Services are provided 24-hours a day, 365 days a year, primarily in Illinois/Chicago with additional sites in Indiana and Wisconsin.
Ada S. McKinley has three primary areas of services: Child Development & Youth; Employment and Community Support; and Behavioral Health & Clinical. Services rendered daily include: tutoring, mentoring and college placement, foster care, residential, youth and family counseling, employment training and placement, and head start programs.
The vision of Ada S. McKinley is for all people to have the opportunity for education and employment.