Accounts Payable and Receivable Specialist

POSITION SUMMARY Under the supervision of the Fiscal and Clerical Services Manager the Accounts Payable and Receivable Specialist performs a variety of detailed accounting, fiscal and clerical duties for all units within Department of Health & Human Services (DHHS).
Requires the ability to work independently, carry out job duties and responsibilities by utilizing independent judgment skills, multi-task and deliver high quality customer service to both internal and external employees and clients.
Essential duties and responsibilities are to be carried out timely and accurately, in accordance with all audit guidelines, State/County/Federal contract and audit requirements, DHHS policies & procedures, and Jackson County ordinances and policies ESSENTIAL DUTIES AND RESPONSIBILITIES ACCOUNTS PAYABLE Prepares payment authorizations to include appropriate funding account(s), categories, and other required data as needed for approval Forwards invoices and other payment detail to respective DHHS staff for program compliance and quality assurance purposes Ensures compliance with payment and service authorization process by reviewing for accuracy; identifying, correcting, and documenting errors; and ensuring proper documentation is attached before processing Reviews and links client, vendor and contract data found on financial documents into electronic system for all units within DHHS Reviews and processes invoices for all departments within DHHS Processes DHHS employee's mileage-meal-other reimbursement Enters all accounts payable data into electronic system weekly for all departments within DHHS Ensures accounts payable batches are posted weekly at DHHS and at County Clerk's office, communicating with County Clerk personnel as needed Partners with appropriate DHHS employees and managers, Courthouse personnel and vendors to ensure all invoices are paid accurately and in a timely manner Serves as agency's eWiSACWIS fiscal super-user, attending meetings as directed Enters Children & Families client and fiscal data into eWiSACWIS and other electronic systems Ensures overpayments are resolved in a timely manner Prepares and disseminates eWiSACWIS pre-payment report on a monthly basis Ensures invoices, pre-payment report data, and financial documents are complete and accurate, communicating potential errors or missing documentation as needed Prepares and enters foster care, kinship care, treatment foster home, and residential care center accounts payable data by releasing payment in eWiSACWIS and importing into electronic system Reconciles and ensures check numbers are returned to eWiSACWIS after accounts payable process is completed Researches and follows up on inquiries from vendors regarding late/missing payments Organizes and files all documentation accurately ACCOUNTS RECEIVABLE Receives all cash, checks, money orders, credit/debit card payments from clients, vendors, and County/State/Federal agencies for all departments within DHHS and verifies that they have been coded to appropriate funding account(s) Reviews weekly A/R log, communicates potential issues, and inputs account number(s) next to each transaction Partners with Fiscal Analyst and Contract Administrator regarding A/R log reconciliation process Enters all accounts receivable data into electronic system weekly for all departments within DHHS Ensures accounts receivable data is applied accurately to client billing statements and in accordance with Social Security guidelines Ensures accounts receivable batches are posted weekly at DHHS and at County Treasurer's office, communicating with County Treasurer personnel as needed Organizes and files all documentation accurately Inspects all contents of front desk safe weekly to ensure accurate and timely deposits are conducted OTHER FISCAL and CLERICAL TASKS Assists independent and state auditors with departmental audits Teach and train DHHS staff in regards to financial processes Writes checks for signature for all DHHS checkbooks based on policies and procedures Prepares weekly deposits for all DHHS checkbooks Conducts monthly reconciliation of Front Desk Petty Cash Assists Fiscal and Clerical Services Manager during monthly reporting process by: querying specific accounts, copying necessary documentation, and preparing financial packets Supports DHHS management and designees with financial and programmatic reports by querying requested information, making copies as needed, and other duties as assigned Prepares and reviews monthly voucher expense report(s) for the DHHS Oversight Committee meetings Completes process for voiding checks Processes NSF transactions Collaborates and partners with all DHHS managers and employees to gain necessary knowledge on programmatic and fiscal detail Maintains all vendor information including but not limited to: adding new vendors into electronic system; communicating with County Clerk's office; ensuring accurate vendor numbers, names and addresses are utilized Modifies accounts receivable and accounts payable transactions and produces adjusting journal entries for approval Attends monthly Business Services staff meetings and other unit's staff meetings as assigned Participates in regional monthly Financial Manager meetings, annual Wisconsin Human Services Financial Management Association conferences and other meetings and conferences as assigned Assists in preparing DHHS policies and procedures Maintains various database and spreadsheet systems for tracking fiscal data and/or client and personnel data Performs general agency typing and word processing Creates forms, templates and other applications Performs back-up duties and other dutieswithin unit as needed and assigned May be required to perform duties within other units of DHHS depending on vacancies EDUCATION AND EXPERIENCE REQUIREMENTS Associate degree or equivalent experience in Business Administration, Accounting or related field Two (2) years' experience in an accounting position KNOWLEDGE, SKILLS AND ABILITIES REQUIRED TO PERFORM JOB Knowledge of Microsoft Office Suite programs Knowledge of agency programs and operations Knowledge of policy and procedure related to general accounting functions Ability to plan, organize, and prioritize work Ability to work with confidential material Ability to multi-task Ability to read and interpret documents, and laws in the English language Ability to listen to and understand information and ideas in spoken and written format so individuals may effectively understand and convey communications Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals Ability to compute rate, ratio, and percent Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form Inductive and deductive reasoning – ability to combine separate pieces of information, or specific answers to problems, to form general rules or conclusions; includes coming up with a logical explanation for why a series of seemingly unrelated events occur together and deciding if an answer makes sense BENEFIT SUMMARY:Health Insurance Employee Contribution 2024:Plan 1 - Quartz HMO: Premium Employee Share - 11% Family - $2,035.
51/month $ 223.
91/month Single - $ 892.
96/month $ 98.
23/month SHERIFF'S DEPUTIES UNION: Premium Employee Share - 12% Family - $2,035.
51/month $ 244.
26/month Single - $ 892.
96/month $107.
16/monthPlan 2 - Quartz HSA: Premium Employee Share Family - $1,813.
21/month $163.
19/month Single - $ 795.
44/month $ 71.
59/month SHERIFF'S DEPUTIES UNION: Premium Employee Share Family - $1,812.
21/month $217.
59/month Single - $ 795.
44/month $ 95.
45/monthVision - VSP 2024Family - $22.
44Employee + 1 - $13.
63Employee & Children - $13.
92Single Plan - $7.
66Dental Insurance 2024: Employee Share – 50% Premium Employee Share Family Plan - $75.
99/month $38.
00/monthSingle Plan - $26.
67/month $13.
34/month Life Insurance: County paid for employee equal to yearly salary.
Additional coverage and coverage for spouse and dependents are available at additional cost.
Deferred Compensation Plans: Two plans are available.
Voluntary Accident/Cancer/Critical Illness Insurance: Employer will contribute $10 per month towards the plan.
ID Protection State Retirement: Employer match 50% Sick Leave: 1 day per month - accumulating Vacation: General Employees: 10 days during years 1 & 2 to a maximum of 25 days after 21+ yearsManagers: 15 days per year during 1st – 6th years of service; to a maximum of 25 daysJail/Dispatch: 12 days during years 1-5 to a maximum of 25 days after 21+ years Holidays: Non-Law Enforcement: 9 specific and 1 floatingLaw Enforcement: 10 personal days in lieu of holidays This benefit summary is for informational purposes only.
It is not intended as an implied contract of employment.