Accounting Coordinator

Job Summary:

Primary responsibilities involve managing the payroll, accounts payable, and travel processes.

Secondary responsibilities include assisting the Senior Accountant and Fiscal Coordinator as needed.

Essential Functions:

• Receive cash and checks; prepare deposit slips and deposits in bank.
• Give copies of information to Fiscal Coordinator for bank reconciliation and accounts receivable procedures.
• Manage the accounts payable process:
• Responsible for timely payment of all vendors based on cash available and due date criteria.
• Match purchase order with invoices received and voucher. Obtain proper approvals on voucher.
• Process accounts payable checks. Prepare copies of checks when needed for directors and send checks for signature.
• Receive, review and match vendor statements to vendor invoices and amounts due.
• Prepare Forms 1099 and ensure compliance with applicable IRS guidelines.
• Manage the travel process:
• Receive travel advance from employees
• Maintain travel log
• Check advances for accuracy using GSA.gov website
• Process advance checks if requested
• Assure settle up is processed in a timely manner
• Assure all proper receipts, agendas, mileage reports are attached
• Perform accounts payable test and prepare any adjusting entries to ensure the accounts payable is posted to the proper accounting period.
• Assist Chief Finance Officer and Senior Accountant when needed.
• Any other duties assigned by the Chief Finance Officer or Senior Accountant.
• Must comply with federal laws and regulations as required by the Health Insurance Portability and Accountability Act (HIPAA).
• Performs related duties.

Professional Behavior

• Effectively plan, organize workload and schedule time to meet the demands of the position.
• Work in a cooperative and professional manner with OHC and GPTLHB staff.
• Treat Great Plains tribes and collaborators with dignity and respect.
• Utilize effective verbal and written communication skills.
• Advance personal educational development by attending training sessions and seminars as appropriate.
• Exemplify excellent customer service with tribal stakeholders, health board colleagues, program partners, service recipients, visitors and guests.
• Foster a work environment of wellness, courtesy, friendliness, helpfulness and respect.
• Relate well and work collaboratively with coworkers and all levels of staff in a professional manner.
• Consistently demonstrate respect for and acceptance of differing capabilities, cultures, gender, age, sexual orientation and/or personalities.
• Maintain and ensure organizational privacy and confidentiality.
• Handle crisis and tolerate stress professionally.
• Be self-directed and take proactive initiative to assist others.
• Resolve issues with other departments and coworkers without direct supervision if needed.
• Exercise flexibility to alter plans/routines when situations require and continue to perform without projecting stress/frustration that would adversely affect the work environment.
• Promote an alcohol, tobacco and drug-free lifestyle.
• Embrace modes of appearance and attire that reflect a professional presence.
• Adhere to GPTLHB policies and procedures.

• Other duties as assigned by the Supervisor

Requirements

• Participates in Core Connections training and applies GPTLHB Core Connections concepts and practices in their work.
• Exemplify excellent customer service with tribal stakeholders, health board colleagues, program partners, service recipients, visitors and guests.
• Foster a work environment of wellness, courtesy, friendliness, helpfulness and respect.
• Relate well and work collaboratively with coworkers and all levels of staff in a professional manner.
• Familiarity and/or experience working with American Indian populations and respect for and knowledge of traditional, cultural and spiritual practices of diverse American Indian communities, as well as an ability to work with other culturally and ethnically diverse populations.
• Consistently demonstrate respect for and acceptance of differing capabilities, cultures, gender, age, sexual orientation and/or personalities.
• Maintain and ensure organizational privacy and confidentiality.
• Must be able to handle crisis and tolerate stress professionally.
• Must be self-directed and take proactive initiative to assist others.
• Possess the ability to resolve issues with other departments and coworkers without direct supervision.
• Able to exercise flexibility to alter plans/routines when situations require and continue to perform without projecting stress/frustration that would adversely affect the work environment.
• Ability to maintain a flexible work schedule, including evenings, weekends and overnight or extended travel as necessary.
• Ability to effectively present information in one-on-one and small group situations to community members, consumers and other employees of the organization.
• Proficiency with computer programs (Word, Excel, PowerPoint) and other Internet technologies.
• Valid driver’s license must be kept current, and certificates, credentials or licenses must be kept current and consistent with regulations required by applicable federal, state and/or grant regulations.
• Ability to promote an alcohol-, tobacco- and drug-free lifestyle.
• Embrace modes of appearance and attire that reflect a professional presence.
• Adhere to GPTLHB policies and procedures.

Supervisory Controls

The supervisor makes assignments by defining objectives, priorities, and deadlines and assists the employee with unusual situations that do not have clear precedents.

The employee plans and carries out the successive steps and handles problems and deviations in the work assignments in accordance with instructions, policies, previous training, scope of license/certification, or accepted practices in the occupation. Completed work is usually evaluated for technical soundness, appropriateness, and conformity to policy and requirements. The methods used in arriving at the end results are not usually reviewed in detail.

Guidelines

Guidelines are available but are not completely applicable to the work or have gaps in specificity. The employee must use judgment in interpreting and adapting guidelines, such as agency policies, regulations, precedents, accreditation requirements, advanced clinical protocols, and work directions for application to specific cases or problems. The employee analyzes results and recommends changes. The employee uses initiative and resourcefulness in deviating from traditional methods or researching trends and patterns to develop new methods, criteria, or proposed new policies.

Guidelines include GPTLHB, OHC, and department policies and procedures. These guidelines are generally clear and specific, and deviations must be authorized by the supervisor.

Complexity/Scope of Work

The work includes some variations, and may involve different and unrelated processes and methods. The decision regarding what needs to be done depends upon the analysis of the subject, phase, or issues involved in each assignment, and the chosen course of action may have to be selected from many alternatives. The work involves conditions and elements that must be identified and analyzed to discern interrelationships. Positions with this level of complexity include those that are specialized or technical in nature, or also included supervisory/management tasks.

The work involves treating a variety of conventional problems, questions, or situations in conformance with established criteria. The work product or service affects the design or operation of systems, programs, or equipment; the adequacy of such; the social, physical, and economic well-being of people; or the social or economic well-being of the organization. This level of scope and effect is typically representative of work performed by para-professionals, clinical professionals, administrative specialists or technicians, and skilled trades positions within the organization.

Contacts

The personal contacts are with employees throughout the organization and are generally engaged in different functions and kinds of work, and may be representatives from various levels. Other personal contacts at this level include contact with partner organizations, Tribal affiliate organizations, and members of the general public.

The purpose is to plan, coordinate, or advise on work efforts, or to resolve operating problems by influencing or motivating individuals or groups who are working toward mutual goals and who have basically cooperative attitudes.

Work Environment/Physical Demands

The environment involves everyday risks or discomforts that require normal safety precautions typical of such places as offices, meeting and training rooms, requiring use of safe work practices with office equipment, avoidance of trips and falls, observance of fire regulations and traffic signals. The work area is adequately lighted, heated, and ventilated.

The work is sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items, such as papers, books, or small parts; or driving an automobile. The employee must be able to read, write, speak and hear.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Supervisory and Management Responsibility

This position has no formally assigned supervisory responsibility or authority. The employee is responsible only for the performance of their own assigned work. They may be asked to train new employees in the fundamentals of the jobs or to participate in cross-training of other employees in the department, but such assignments do not include the on-going authority to assign and review work of other employees or to recommend or take corrective action with regard to other employees' performance.

Education/Experience/Certificates/Credentials

• Bachelor’s degree and one (1) year of experience, or associate’s degree and three (3) years’ experience, or high school diploma or GED and five (5) years of progressively responsible experience.
• Must successfully pass a criminal and background check, and a pre-employment drug screen.

The GPTLHB is a tribal organization which follows tribal preference laws. It is our policy to give preference to qualified Indian/Tribal candidates over qualified non-native candidates in hiring decisions, if all other qualifications are equal.

Employment is contingent upon the outcome of all required criminal background checks.