Clerk
Position Description
• Responsible for all tasks relating to finance such as collecting employees' timesheets and payroll data, calculating wages, issuing statements, detailing earnings, invoicing clients, submitting claims and preparing paychecks.
Reporting Relationship
• Reports to Financial Manager.
Roles & Responsibilities
• Maintain files and records to keep updated and easily accessible.
• Sort and distribute incoming mail and prepare outgoing mail (envelopes, packages, etc.).
• Answer the phone to take messages or redirect calls to appropriate colleagues.
• Utilize office appliances, e.g.: photocopier, printers etc. and computers for word processing, spreadsheet creation etc.
• Take minutes of meetings and dictations.
• Assist in office management and organization procedures.
• Monitor stocks of office supplies (printer & other types of paper, cartridges, pens & pencils etc.) and report when there are shortages.
• Assist in making travel arrangements and booking venues for conferences and events.
• Compile orientation packets for new employees.
• Compile Client Handbook packets for new clients.
• As requested, assist with:
• processing new hire employee files
• processing employee terminations
• processing documentation for payroll
• completing new hire reporting
• Perform other office duties as assigned.
• Collect, compile, and enter payroll data.
• Review and verify source documents.
• Calculate and post payroll deductions.
• Process payroll by established deadlines.
• Issue statements of earnings and deductions.
• Reconcile employee deductions.
• Investigate and correct payroll discrepancies and errors.
• Update payroll records by recording changes including insurance coverage, loan payments, salary increases.
• Process new employees, terminations, transfers, and promotions.
• Prepare and print payroll reports of earnings, hours worked, taxes, insurance, leave.
• Address employee's pay-related concerns and provide accurate payroll information.
• Complete requests for pay-related documents including statements and verifications.
• Produce federal, state, and local tax payments.
• Develop, manage, and maintain comprehensive payroll records.
• Ensure compliance with federal and state regulations and guidelines.
• Billings
• Manage account balances to discover outstanding debts or other inconsistencies.
• Collect all information needed to calculate bills receivable.
• Check data input in the accounting system to ensure accuracy of final bill.
• Review case notes consistent with billing compliance.
• Reconcile any outstanding discrepancies within the billing cycle/system.
• Issue invoices and bills and send to clients through various channels; e.g., mail, e-mail.
• Manage account balances to discover outstanding debts or other inconsistencies.
• Collect all information needed to calculate bills receivable.
• Issue client account statements periodically or whenever necessary.
• Receive payments through various methods (cash, online payments etc.) and check for credibility.
• Send reminders for payments and contact clients when assigned.
• Update accounting records with new payments, balances, client information etc.
• Explain charges to clients, answer client questions and handle client complaints about bills.
• Financial Reports
• Submit information regarding all claim denials to Financial Manager in a timely manner.
Knowledge/Skills/Abilities
• Maintain confidentiality.
• Strong attention to detail.
• Good math and communication skills.
• Proficient in computer skills and technology.
• Accurate and meticulous data entry.
• Strong clerical, administrative and general office skills.
• Exceptional calculation and memory skills.
• Good organizational and time-management skills.
• Good working knowledge of relevant software.
• Good understanding of basic accounting principles.
Qualifications
• High School Diploma or equivalent.
• Administrative technology certificate or associate degree is preferred.
• Experience working as a Clerk.