Administrative Bookkeeper

Program Summary

Philadelphia Family Voices is Philadelphia’s first and only family-legacy organization. As a family legacy organization, the mission of Philadelphia Family Voices is families helping families navigate and improve child-serving systems by creating opportunities for education, empowerment, advocacy and support.

Position Overview

Reports to: Executive Director

Direct Reports: None

Status: Non-Exempt; 17-hour workweek (part-time); can include evenings and weekends (not required)

The Bookkeeper/EHR Specialist is responsible for assisting with the operations of Philadelphia Family Voices, with a special emphasis on both accounts payable and electronic medical records. The Bookkeeper/EHR Specialist will create and carry out organizational processes to ensure timely payment of all expenses. The Bookkeeper/EHR Specialist will also function as the EMR Super-user and provide expertise and guidance for any technical aspects of utilizing the EMR.

General Summary:

• Establish and maintain strong effective relationships with Philadelphia Family Voices staff, management, and key stakeholders.
• Promote a positive public image of all PFV programs during correspondence with outside stakeholders and vendors.
• Promote and model high ethical, professional and respectful behaviors both within Philadelphia Family Voices and externally.

Key Duties & Responsibilities:

Administrative

• Participate in regular 1:1 supervision and team meetings as scheduled.
• Participate in all required agency staff meetings.
• Attend required trainings.
• Attend all required meetings/conference calls in the community in a professional manner.
• Gather and provide data as assigned.
• Other duties as assigned.

Accounts Payable Responsibilities:

• Enter financial transactions into accounting software (NetSuite), including invoices, expense reports, and other related paperwork; ensure transactions are accurately coded.
• Keep track of accounts payable and receivable; maintain accurate and up-to-date records of financial transactions.
• Maintain oversight of Consultant Agreements and estimates; complete internal paperwork to assist with processing of new and annual vendor contracts.
• Manage vendor correspondence via phone or email; investigate and resolve problems associated with processing of invoices and purchase orders.
• Reconcile, code, and enter monthly credit card statements in the accounting software.
• File, maintain, and distribute accounting documents, records and reports as needed.
• Serve as point of contact for any accounts payable-related questions and concerns for employees and management.
• Perform other duties as required to support fiscal operations.

Electronic Health Record (EHR) Data Base

• Serve as EHR Super-user, including holding maximum amount of usage privileges within the EHR system.
• Serve as point of contact for staff and management on any questions, concerns, or general feedback related to the EHR.
• Serve as liaison between the organization and the EHR vendor/s, as well as any other relevant technology-related stakeholders.
• Proactively explore potential system and usage issues; identify ways to streamline processes and efficiencies.
• Troubleshoot application problems to help prevent workflow interruptions; investigate and address issues across the computer network, EHR applications, and other databases and technologies.
• Support organizational leadership with developing and delivering staff trainings related to EHR utilization.
• Support organizational leadership with drafting and releasing any mass communication to staff regarding EHR-related issues, policies, changes, etc.
• Prepare reports as requested by leadership or other stakeholders.
• Ensure that all participants’ contacts and forms are documented in EHR/Database according to agency polices.
• Document all services and activities (i.e. trainings, system meetings) according to agency policies.
• Perform other duties as required to support the coordination of the EHR.

Education, Knowledge, Skills & Abilities:

Minimum Experience

• Two years’ experience as a bookkeeper or accounts payable specialist.
• Demonstrated competency using accounting software.
• One years’ experience with electronic healthcare records for community-based social services.
• Passion for mission and impact, with a willingness to embrace PFV values (e.g., families supporting families.)
• Child Abuse, FBI Fingerprint, and Criminal Background Clearances.
• Reliable internet connection if working remotely.

Preferred Experience Requirements

• Experience with NetSuite preferred.
• Experience with administrative tasks, such as tracking/monitoring data, documentation, etc.
• Experience working with and understanding of billable service with the Medicaid system.
• Philadelphia County Resident.

Minimum Education Requirements

High School Diploma or GED.

Required Skills

• Demonstrated effective analytical, written and verbal communication skills.
• Ability to interact with vendors and stakeholders effectively and professionally.
• Possess excellent computer skills to perform job duties including accounting software, email, time sheet management, electronic health records, using Microsoft Office Applications, ADP and other relevant software.
• Ability to be flexible, collaborative, and creative.
• Dependable with strong time management and organizational skills.
• Excellent communication and customer service skills.
• Ability to maintain regular and punctual attendance; available for flexible work schedule including evenings and weekends as needed.

Physical Requirements

• Able to sit/work at a computer and perform general office functions.
• Able to carry computer equipment to external sites as needed.
• Able to communicate clearly with others.

Working Environment

Work in a variety of settings, including but not limited to:

• Philadelphia Family Voices office,
• ZOOM or other approved digital meeting platforms,
• Occasional off-site contact as needed.

Reasonable accommodation will be made to enable individuals with disabilities to perform essential job duties.