Klamath Tribal Health & Family Services 3949 South 6 th Street Klamath Falls, OR 97603 Phone: (541) 882-1487 or 1-800-552-6290 HR Fax: (541) 273-4564 OPEN: 01-04-2018 CLOSE: 01-19-2018 POSITION: RESPONSIBLE TO: POSITION DESCRIPTION ACCOUNTS PAYABLE SPECIALIST Accounting Manager EXEMPT NON-EXEMPT _X SALARY: CLASSIFICATION: LOCATION: GS-6 $31,063 - $39,941 Annual/Full Benefits GS-7 $34,137 - $44,371 Annual/Full Benefits GS-8 Only for Employees with 10+ years of Service Non-Management, Regular, Full-Time Klamath Tribal Health & Family Services 3949 South 6 th Street Klamath Falls, OR 97603 POSITION OBJECTIVES The primary function of this position is to provide the day-to-day operations of fiscal activities related to provider payments for the Purchased/Referred Care Program and vendor payments for fiscal expenses incurred by Klamath Tribal Health & Family Services. MAJOR DUTIES AND RESPONSIBILITIES 1. Process payment of regular day-to-day purchase orders, Purchased/Referred Care purchase orders, mileage reimbursements and travel orders on computerized accounts payable system. 2. Print and process checks for all purchase orders, vouchers, travel orders, pay advances and mileage reimbursements. 3. Coordinate the mailing and distribution of all processed checks. 4. Accurately process and maintain all accounts payable transaction batches and ensure that all necessary support documentation is attached. Position Description: Accounts Payable Specialist Page 1 of 6
5. Maintain all physical vendor/provider files and associated Form W9 s (Request for Taxpayer Identification Number and Certification). Ensure required documentation is in place and is accurate for year-end IRS Form 1099 MISC, and 1096 Information Return processing. 6. Process Form 1099 MISC and Form 1096 Information Returns as required for applicable accounts payable distribution to vendors/providers. Process any other accounts payable related IRS reporting requirements, including corrections to Form 1099 MISC and Form 1096. 7. Research transactions and follow up on accounts payable calls regarding nonpayment or payment discrepancies. 8. Research and provide necessary documentation to Purchased/Referred Care for non-payment calls received from Purchased/Referred Care providers. 9. Print and systematically distribute updated vendor lists according to department needs. 10. Process voided checks in MAS 90/200 and submit voided checks to the Accounting Specialist. As needed, issue stop payments for checks through the bank. 11. Print, file and maintain all computerized (system MAS 90/200) accounts payable reports, as related to A/P reporting. 12. Perform period end processing on the last business day of each month for the A/P module. 13. Maintain provider and vendor records of information within the MAS90/200 accounts payable system; including provider and vendor numbers, current remittance addresses. 14. Assist Finance personnel with procedure compliance regarding submission of purchase orders, vouchers and travel orders; working with the Purchasing Specialist on any irregularities. 15. Prepare accounts payable policies and procedures suggestions for Accounting Manager and Health Finance Officer review/approval. 16. Assist Accounting Manager in gathering documents required by external auditors for testing. 17. Coordinate the mailing and distribution of all travel checks and mileage reimbursements. Position Description: Accounts Payable Specialist Page 2 of 6
18. Dispense and maintain petty cash by ensuring all receipts are attached to the Petty Cash Record and replenish cash on hand using the Voucher system as needed. Give all petty cash reconciliations to Payroll Specialist for verification. 19. Run department errands, as needed. For example, when the Courier is unavailable to deliver something that is needed, such as a check to Tribal Council for signature, the Accounts Payable Specialist will run the errand for the Finance Department in order to meet deadlines. 20. The incumbent will be called upon to accomplish other tasks within their scope of work. SUPERVISORY CONTROLS The Accounting Manager will provide general instructions on policy and/or procedure changes and reporting requirements and will set overall objectives and priorities. Employee performs daily assignments independently, resolving normal questions and problems according to established procedures and past experience and set precedents. Unusual, new, or complex assignments which require deviation from past experience or precedents are discussed with supervisor; however, employee exercises initiative in researching answers and solving problems. Assignments are performed according to various established office procedures using set standards. New assignments are provided in detail, as well as changes in current procedures. Major or new issues are discussed and reviewed with supervisor. Work is checked for accuracy, adequacy, and timeliness. The Health Finance Officer outlines the overall Tribal Health Finance Department and I.H.S. program objectives and priorities, time limits and the financial and personnel resources available. KNOWLEDGE, SKILLS, ABILITIES Must possess basic accounting skills. Knowledge of IRS Forms W-9, 1099 MISC and 1096. Must possess basic computer skills. Ability to use a computerized accounting system, MAS 200. Ability to use Microsoft Word, Excel and Outlook. Possess good clerical skills, i.e. typing, filing, operating standard office machines, copy machine, calculator, etc. Position Description: Accounts Payable Specialist Page 3 of 6
Ability to work cooperatively with other members of the Finance Department to accomplish assigned tasks as well as developing a good working relationship with other departments and outside vendors and providers. Must possess strong organizational skills and have the ability to multi-task and prioritize. Above average ability to work accurately with detail and to be precise while working within set standards. Ability to perform the same tasks continuously, often times working under the pressure of meeting deadlines. Ability to work and accomplish tasks in accordance with established policies, procedures, practices, and priorities of the office. Skill and ability to organize, plan, and prioritize workload using one s own initiative. Must be detail oriented. Must have demonstrated knowledge of records management. Ability to communicate in a professional manner, using both oral and written forms of communication. Ability to demonstrate good customer service at all times with various personalities and in every situation. Possess good time management skills. Ability to maintain strict confidentiality of information, pertinent to the nature of the position. Must be able to maintain strict confidentiality of medical records and adhere to the standards for health record-keeping, HIPAA and Privacy Act requirements. QUALIFICATIONS, EXPERIENCE, EDUCATION Minimum Qualifications: Failure to comply with minimum position requirements may result in termination of employment. REQUIRED to possess a High School Diploma or Equivalent. (Must submit copy of diploma or transcripts with application.) REQUIRED to type/keyboard a minimum of 30 wpm with accuracy. Certification of typing/keyboarding ability is required. (Must submit a certified 3-5 minute test with application; test may not more than 6 months old.) REQUIRED to have one (1) year education/experience in the area of accounts payable. Position Description: Accounts Payable Specialist Page 4 of 6
REQUIRED to have experience with use of computerized accounting systems, i.e. spreadsheet, and database applications. REQUIRED to submit to annual TB skin testing and adhere to KTHFS staff immunization policy in accordance with the Centers for Disease Control immunization recommendations for healthcare workers. REQUIRED to submit to and clear an alcohol/drug screen and random testing as per policy. REQUIRED to submit to a background and character investigation, as per Tribal policy. Following hire must immediately report to Human Resource any citation, arrest, conviction for a misdemeanor or felony crime. Preferred Qualifications: Associate s Degree in Accounting is preferred. (Copy of Degree must be submitted with application to be considered.) Experience processing IRS Forms W-9, 1099 MISC and 1096 is preferred. Computer experience with MAS 90/200 systems is preferred. Indian Preference: Indian and Tribal Preference will apply, as per policy. (Must submit tribal documentation with application to qualify for Indian Preference). ACKNOWLEDGEMENT This position description is intended to provide an overview of the requirements of the position. It is not necessarily inclusive and the job may require other essential and/or non-essential functions, tasks, duties, or responsibilities not listed herein. Management reserves the sole right to add, modify, or exclude any essential or non-essential requirement at any time with or without notice. Nothing in this job description, or by the completion of any requirement of the job by the employee, is intended to create a contract of employment of any type. APPLICATION PROCEDURE Submit a Klamath Tribal Health & Family Services Application for Employment with all requirements and supporting documentation to: Klamath Tribal Health & Family Services ATTN: Human Resource Position Description: Accounts Payable Specialist Page 5 of 6
3949 South 6 th Street Klamath Falls, OR 97603 IT IS THE RESPONSIBILITY OF THE APPLICANT TO PROVIDE SUFFICIENT INFORMATION TO PROVE QUALIFICATIONS FOR TRIBAL POSITIONS. Please Note: If requirements are not met, i.e., submission of a resume in lieu of a tribal application or not including a required certification, your application will not be reviewed and will be disqualified. Indian Preference will apply. In accordance with Klamath Tribal policy, priority in selection will be given to qualified applicants who present proof of eligibility for Indian Preference. Applications will not be returned. Position Description: Accounts Payable Specialist Page 6 of 6