Receptionist/Accounts Payable
Receptionist/Accounts Payable
Monday thorough Friday
8:30 AM -5:00 PM
General Description
Under the direction of the Director of Accounts Payable, the Accounts Payable Clerk is
responsible to compute, classify, and record numerical data to keep payables records
complete. Perform any combination of routine calculating, posting, and verifying duties
to obtain primary financial data for use in maintaining accounting records. Responsible
for timely input of data.
Essential Duties
1. Communicates with immediate supervisor to resolve problems and expedite work.
2. Adheres to work rules, procedures and company policies.
3. Calculates and prepares invoices for utilities, taxes, and other vendor payments
verifying that paper back up is attached and proper authorizations are obtained.
4. Calculates and prepares invoices weekly, comparing the invoices to cash
requirements as a final audit prior to running checks.
5. Monitors vendor statements to insure timely and accurate payments in accordance
with established terms.
6. Checks figures, postings, and documents for correct entry, mathematical
accuracy, and proper codes.
7. Sets up and maintains accurate vendor paid files yearly.
8. Files and maintains both open invoice files, as well as paid vendor files.
9. Debits, credits and totals accounts on computer spreadsheets and databases using
specialized accounting software.
10. Coordinates payment schedules and check runs weekly with staff.
11. Communicates directly with facility staff for all accounts payables matters.
12. Works with vendors as needed to resolve outstanding payments and balances.
13. Provides excellent customer service to facilities and vendors.
Standard Requirements
1. Supports the Mission, Values and Vision of the Company.
2. Supports, cooperates with, and complies with specific procedures and programs
for OSHA and safety, including safe work practices, established
fire/safety/disaster plans, risk management and security. Reports and/or corrects
unsafe working conditions, equipment and maintenance needs.
3. Adheres to:
HISTORY:
(A) 6/2004
(B) 2/2013
a. confidentiality of all data, including employee and operations data;
b. HIPAA regulations;
c. quality assurance and regulatory requirements;
d. compliance with current law and policy to provide a work environment
free from sexual harassment and illegal and discriminatory behavior; and
e. compliance with Code of Conduct and compliance programs when
performing job functions.
4. Supports and participates in common teamwork:
a. cooperates and works together with all co-workers;
b. plans and completes job duties with minimal supervisory direction,
including appropriate judgment;
c. uses tactful, appropriate communications in sensitive and emotional
situations;
d. follows up as appropriate with supervisor, co-workers and/or staff
regarding reported complaints, problems and concerns;
e. promotes positive relationships with the facilities with whom Tara Cares
has Administrative Service Agreements;
f. completes requirements for in-service training, acceptable attendance,
dress codes including personal hygiene, and other work duties, as
assigned; and
g. participates, as assigned, in the orientation of Tara Cares’ staff and
demonstrates a positive, helpful, and enthusiastic attitude.
5. Maintains Tara Cares’ standards by participating in educational opportunities
provided by the Company and by outside resources.
Other Duties
Perform tasks which are supportive in nature to the essential functions of the job, but
which may be altered or redesigned depending upon individual circumstances. Performs
other work duties as assigned.
Qualifications
Education/Training: Possesses a high school diploma. Knowledge of applicable
standards of accounting procedure. Knowledge of Accounts Payable. Knowledge of
computer programs (Microsoft Excel/Word/Email).
A.D.A ((Americans with Disabilities Act)(as amended)) REQUIREMENTS:
Requires manual dexterity sufficient to operate standard office machines such as fax,
copier, computer, telephone, etc. Requires normal range of hearing and vision. Must be
free from communicable diseases that pose a "direct threat" to the health or safety of
others and which cannot be eliminated by a reasonable accommodation. Must be able to
HISTORY:
lift a minimum of 15 pounds, and be able to carry and transport supplies. Must be capable
of performing the essential functions of the job, with or without reasonable
accommodation(s).
Skill(s): Must possess proficient reading, writing, grammar, and mathematics skills;
proficient interpersonal relations and communication skills; decision-making skills, basic
computer skills; and be able to operate various types of office equipment. Must
demonstrate knowledge of safety techniques.
Experience: Relevant professional experience to the position. Must be able to use
calculator/copier/fax.
Receipt and Acknowledgement
I acknowledge and understand that:
• Receipt of the job description does not imply nor create a promise of employment, nor
an employment contract of any kind, and that my employment is at-will.
• The job description provides a general summary of the position in which I am
employed. The contents of this job description are job requirements and, at this time, I
know of no limitations which would prevent me from performing these functions with or
without reasonable accommodation. I further understand that it is my responsibility to
inform my supervisor at any time that I am unable to perform these functions.
• Job duties, tasks, work hours and work requirements may be changed at any time.
• Acceptable job performance includes completion of the job responsibilities as well as
compliance with the policies, procedures, rules and regulations of the Company.
General Description
Under the directions of the Executive Assistant, assumes responsibility for the clerical
operations of the Support Office.
Essential Duties
1. Answers incoming telephone calls, determines purpose of callers, and forwards
calls to appropriate personnel.
2. Takes and delivers messages when appropriate personnel are unavailable.
3. Welcomes on-site visitors, determines nature of business and announces visitors
to appropriate personnel.
4. Maintains Conference Call schedule.
5. Updates emergency contact listing.
6. Sorts and routes mail and publications.
7. Accepts, prepares and tracks Federal Express and other shipments.
8. Orders office supplies, maintains and furnishes level of supplies needed.
9. Assists in copying printed materials for Support Office department heads.
10. Types reports and prints fax cover sheets, memos, marketing brochures,
correspondence, and other documents when necessary.
11. Maintains inter-departmental directories.
12. Assists in report collecting from Executive Directors for COO.
Standard Requirements
1. Supports the Mission, Values and Vision of the Company.
2. Supports, cooperates with, and complies with specific procedures and programs
for OSHA and safety, including safe work practices, established
fire/safety/disaster plans, risk management and security. Reports and/or corrects
unsafe working conditions, equipment and maintenance needs.
3. Adheres to:
a. confidentiality of all data, including employee and operations data;
b. HIPAA regulations;
c. quality assurance and regulatory requirements;
d. compliance with current law and policy to provide a work environment
free from sexual harassment and illegal and discriminatory behavior; and
e. compliance with Code of Conduct and compliance programs when
performing job functions.
HISTORY:
(A) 11/2017
4. Supports and participates in common teamwork:
a. cooperates and works together with all co-workers;
b. plans and completes job duties with minimal supervisory direction,
including appropriate judgment;
c. uses tactful, appropriate communications in sensitive and emotional
situations;
d. follows up as appropriate with supervisor, co-workers and/or staff
regarding reported complaints, problems and concerns;
e. promotes positive relationships with the facilities with whom Tara Cares
has Administrative Service Agreements;
f. completes requirements for in-service training, acceptable attendance,
dress codes including personal hygiene, and other work duties, as
assigned; and
g. participates, as assigned, in the orientation of Tara Cares’ staff and
demonstrates a positive, helpful, and enthusiastic attitude.
5. Maintains Tara Cares’ standards by participating in educational opportunities
provided by the Company and by outside resources.
Other Duties
Perform tasks which are supportive in nature to the essential functions of the job, but
which may be altered or redesigned depending upon individual circumstances. Performs
other work duties as assigned.
Qualifications
Education/Training: Possess a high school degree with business background, typing
skills, and computer knowledge. Associates’ Degree in Secretarial Science preferred or
experience appropriate for the requirements of this position.
A.D.A ((Americans with Disabilities Act)(as amended)) REQUIREMENTS:
Requires manual dexterity sufficient to operate standard office machines such as fax,
copier, computer, telephone, etc. Requires normal range of hearing and vision. Must be
free from communicable diseases that pose a "direct threat" to the health or safety of
others and which cannot be eliminated by a reasonable accommodation. Must be able to
lift a minimum of 15 pounds, and be able to carry and transport supplies. Must be capable
of performing the essential functions of the job, with or without reasonable
accommodation(s).
Skill(s): Must possess proficient reading, writing, grammar, and mathematics skills;
proficient interpersonal relations and communication skills; decision-making skills, basic
HISTORY:
(A) 11/2017
computer skills; and be able to operate various types of office equipment. Must
demonstrate knowledge of safety techniques.
Experience: Is able to demonstrate knowledge of office machines and equipment.
Receipt and Acknowledgement
I acknowledge and understand that:
• Receipt of the job description does not imply nor create a promise of employment, nor
an employment contract of any kind, and that my employment is at-will.
• The job description provides a general summary of the position in which I am
employed. The contents of this job description are job requirements and, at this time, I
know of no limitations which would prevent me from performing these functions with or
without reasonable accommodation. I further understand that it is my responsibility to
inform my supervisor at any time that I am unable to perform these functions.
• Job duties, tasks, work hours and work requirements may be changed at any time.
• Acceptable job performance includes completion of the job responsibilities as well as
compliance with the policies, procedures, rules and regulations of the Company.