Accounting Assistant

RESPONSIBILITIES AND DUTIES: Accounts Payable - Process vendor invoices through the accounts payable system. - Research and resolve invoice exceptions. - Download invoices from vendor portals and ensure timely processing. - Manage the Accounts Payable email inbox and respond promptly to vendor inquiries, invoice submissions, and payment requests. - Prepare weekly payment batches based on approved payment schedules and cash flow. - Maintain vendor records and documentation. - Establish and maintain positive working relationships with vendors. - Banking & Cash Management - Download daily bank activity into QuickBooks. - Prepare the daily banking activity spreadsheet for leadership. - Allocate merchant credit card activity using merchant account reports. - Allocate remote deposits and EFT deposits by location. - Upload Positive Pay files through the online banking system. - Review and resolve Positive Pay exceptions - Open and distribute mail, processing invoices and payments as appropriate. - Prepare and process daily bank deposits. - Retrieve documents from the lockbox. Payroll & Benefits Support - Enter payroll journal entries into QuickBooks. - Prepare payroll allocation spreadsheets. - Prepare employee benefit allocation spreadsheets, including health insurance, 401(k), and other employee benefit allocations. - Record related benefit allocation journal entries as needed. General Accounting - Prepare and enter journal entries into QuickBooks. - Reconcile bank accounts and credit card accounts. - Assist the Accounting Manager with month-end closing activities. - Review accounting transactions for accuracy and completeness. - Prepare annual 1099 filings. - Assist with annual audit and tax preparation. - Present supporting schedules, reconciliations, and requested documentation to the CPA during the annual tax preparation process. - Maintain organized accounting records and supporting documentation. - Scan, file, and maintain financial correspondence and accounting documents. - Assist with special accounting projects and perform other duties as assigned. - Post patient payments by recording cash, checks, and credit card transactions. - Post payments from electronic remittance advices (ERAs) and verify funds received via check or electronic funds transfer (EFT). - Update receivable balances by totaling paid and unpaid claims. - Process patient or insurance refunds in the electronic medical record (EMR) system following established policies and procedures. - Summarizes receivables by maintaining claim accounts; coordinating monthly transfer to accounts receivable account; verifying totals; preparing report. OTHERS: - Maintain confidentiality of patient, employee, and company information in accordance with HIPAA and company policies. - Attend meetings and training sessions as required. - Support a positive and collaborative work environment. - Perform other duties as assigned. KNOWLEDGE, SKILLS, AND ABILITIES: - Strong attention to detail and organizational skills. - Ability to manage multiple priorities and meet deadlines. - Strong analytical and problem-solving skills. - Excellent verbal and written communication skills. - Ability to work independently and as part of a team. - Maintain a high level of confidentiality when handling financial information. - Proficient in Microsoft Office 365, including Excel and Outlook. - Experience with QuickBooks or similar accounting software. - Familiarity with Electronic Medical Record (EMR) systems is a plus. - Knowledge of insurance payments and medical practice operations is preferred. Education: - Associate degree in Accounting, Business Administration, or related field preferred. - High school diploma or equivalent required. - Equivalent combination of education and accounting experience will be considered. Experience: - 2–3 years of accounts payable, bookkeeping, or accounting support experience preferred. - Experience in a healthcare or medical office environment is a plus, but not re…