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Finance Assistant- Executive

3 months ago

Amsterdam, United States St. Mary's Healthcare Full time

Job Requisition: REQ2800
Employment Type: Full-Time
Shift: Days
Hours Per Week: 40 hours

Hiring Range : $17.47 - $22.71

The actual compensation for this position will be determined based on experience and other factors permitted by law.

**Responsibilities**:
**Daily**
- Create Payment Requests from invoices received, give to appropriate Associate for approval, copy and or scan (paper copy stored in desk files labeled) (scan FINSERV/ FSAssistant/Suzy/Expanse pmt req/Dept/vendor). Copies of payment requests are in 2 large desk drawers and can be used as templates.
- Checking clearing - see separate instructions.
- Carondelet Daily Deposit (members are Surgical, Broadalbin and Amsterdam Family Practice)
- retrieve locked bags to room 214, keys stored in black box upper cabinet, verify transaction, prepare, and issue itemized receipt, also will receive payments directly from the mail, prepare individual deposits for each member. See separate instructions for additional instructions.
- Verify and process T&E - travel and expense reports

Weekly
- Verify Accounts Payable check run on Tuesday or Wednesday - be sure no tax has been charged, verify Vendor name, payment remit address, invoice, and amount.
- Assist mail clerk with private pay transactions - see separation instructions.

Monthly
- Minutes at Finance Committee Meeting - Take notes on all questions and discussion questions type up, give to CFO for review / approval, and then forward to Chairman of the finance committee for signature, then save original in the folder for the next month’s meeting for approval (Finserv/ FSAssistant/Finance Committee/FY_ Meetings/Month Year meeting/date meeting minutes
- Minutes at Finance Staff Meeting. Take notes on all questions and discussions - location of files FSAssistant/Finance Staff Meetings.
- Reconcile bank statements for payroll account and MSE.
- Denial (Provider Fault) Report - see separate instructions.
- Supply orders for Finance and IS (monthly or as needed). There is a $50 order minimum. Sign into Office Depot/ locate item / place order / select department / approval by CFO is required.
- Send TEAMS invitation Finance Committee Members for Finance Committee Meetings. Committee members with corresponding come from the CEO’s Administrative Assistant.
- Create Power Point Financial Presentation - see separate instructions.
- Gas Tax Refund - see separate instructions.
- Cash Assessment report - see separate instructions.
- MSE pay invoices and taxes via checking account - Invoices need to be approved by Nick Tambasco and the CFO is authorized signer on the checking account. Location of checkbook: Finserv/MSE/checkbook/MSE checkbook reg/MSEcheckbook. Excel file with posting details for accountants. If new item to be paid, Nick Tambasco is to provide posting details.

**Quarterly**
- Payment requests for property taxes County, City and School in July, October, January, and April. Other usage fees / taxes paid are metered water and sewer along with some annual fees / taxes for Town of Amsterdam also water and sewer related. All folders are located Finserv/FSAssistant/tas bills & payments requests/by type of tax / fee.
- Create a folder for each year and type, copy template from previous years.
- You will need to enter the tax bills into the Property Taxes spreadsheets (Fiserv/FSAssistant/tax Bills & Payment Requests/Year & tax type)
- Then you complete and submit payment requests accordingly (See examples from past years under FSAssistant/Property Tax Bills & Payment Requests)
- Amsterdam City bills are to be broken down between rental properties and just real estate owned (REO) and by city, water, garbage, and sewer for posting purposes. Example provided.
- Medicare Balance Report
- March, June, September, and December.
- Details - reports come from PFS for provider 330047 A & B, 33T047 and 33S047. The remaining provider is 335857 which is SNF, and they will send you a report.
- Copy last quarter’s reports, rename current quarter, complete pages - change the dates and check appropriate box. Location: (FinServ/FSAssistant/Credit Balance/ FY_) and accompanying detail pages.
- Give to CFO for signature.
- Fax to 315-442-4258.
- Then file in top drawer under supply cabinet near the small turtle file. Folder is labeled “Medicare Credit Balance Reports.”

**Yearly**
- Real Property Tax Exemptions (City of Amsterdam due by 12/1. Town of Amsterdam, Canajoharie, Gloversville, and Johnstown are due 3/1).
- Location FSAssistant/Tax Exemptions by year use for reference and examples.
- Will need to complete Renewal for Application for Real Property Tax Services - use last years as template / instructions. Emily Brown can help.
- Pay annual taxes / rents: water and sewer, details in quarterly tax paying instructions.

**Miscellaneous**
- Shipping Label templates can be found under FSAssistant/labels.
- Establish EFT for PC & SMH
- Maintains copies of keys to every office within the Department.
- Checking account