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Fiscal Specialist I (Accounts Payable)

Location: Seattle, WA
Job # 7724900
Fiscal Specialist I
Assignment length: 1-2 months with possibility for extension. This is not an opportunity for temp-to-hire.
Rate: $18/hr
Start Date: ASAP

REQUIRED SKILLS
10 key accuracy for high volume processing/data entry
Attention to detail
Computer savvy
Ability to learn quickly and then work relatively independently
Team player/easily understood
3 years Accounts Payable experience – full cycle preferred
GENERAL
Provides accounts payable, cash receipts, & misc. fiscal support to the management of the accounting department. Performs work assignments independently and under the direction of the Accounts Payable Supervisor in accordance with Governmental Generally Accepted Accounting Principles (GGAAP), third party requirements and HMC policies and procedures. Applying principals of financial management to perform such functions as record keeping, auditing, analysis, and other types of fiscal operations.
FUNCTIONS/DUTIES

Compile and distribute accounts payable invoices & fiscal records to department managers according to the HMC delegated authority procedures per assigned budgets.

Audit incoming approved invoices in accordance with signature card verification per assigned budgets. Verify and take corrective action when signatures are not in compliance.

Audit invoices and purchase orders using independent judgment to correct budget expenditure in accordance with general ledger budget numbers and natural classes.

Verify vendor terms and conditions on invoices by utilizing independent judgment of industry standards and processing all available cash discounts when applicable.

Process invoices using on line accounts payable system. Reconciling, interpreting, verifying and analyzing each line item listed on invoice to the on-line purchase order, on-line receiver and the packing slip.

Exercise independent judgment in interpreting and applying rules and regulations to resolve all discrepant invoice issues with purchasing, vendors and management.

Maintain and modify the fiscal record keeping system for the remit vendor file in accordance with documented remit to vendor information. Verifying all vendor information is up to date, i.e. name, address, EIN, SSN, terms etc.…

Auditing all invoices to ensure compliance with Washington State tax laws and requirements. Accruing use tax according to state regulations and short paying tax when vendor has billed in error. Assist vendors in formulating corrective action to comply with Washington State law. Coordinate with purchasing functions to verify all items in item database are flagged correctly to ensure compliance with Washington State policies, rules and regulations.

Audit fiscal records for check processing by verifying invoices to vouchers by running audit tapes to validate accuracy.

Maintain fiscal records for all blanket purchase order invoices for month end accrual process. Verifing the invoices are not yet processed for current month and preparing and entering a reversing journal voucher to post expenses in correct month.

Audit and consult with King County (funding agency) to resolve problems relating to King County warrants to be sent out with vouchers. Verifying the vendor names and dollar amount are consistant with the vouchers and making sure the check are distributed correctly with the proper supporting documentation.

Establish and maintain a comprehensive system for recording, reconciling, analyzing and investigating vendor statements with the payments in HMC account payable system and King County warrants.

Verify with King County that warrants have been cashed by tracking the HMC accounts payable system with the King County warrant system. Then be a liaison between the King County warrant department and the HMC vendors, purchasing and department managers.

Be a team player in establishing and maintaining accounts payable fiscal activity goals, policies and procedures.

Effectively and independently communicate and resolve problems and inquires with vendors, managers and purchasing. In setting up, attending and leading meetings between internal staff and outside vendors.

Prepare, compile and provide fiscal budget reporting in the form of journal vouchers and detail for misc. expenditure controls for budget postings and analysis.

Maintain and modify fiscal record keeping system for vendor federal tax information for year-end 1099 reporting.

Special research projects related to accounts payable for internal staff, vendors and outside public requests.

Prepare and audit daily revenue account records in the form of cash receipts prior to sending to cashier for deposit.

Design and maintain excel spreadsheets to track blanket purchase orders, vendor statements, journal vouchers etc.

Review and analyze employee expenses in accordance with UW and HMC policies and procedures.

Performs other accounting duties as assigned.
COMPETENCIES

Demonstrates knowledge and understanding of patient privacy rights. Maintains confidentiality of all medical, financial, or other sensitive materials and information in printed, electronic or verbal form, which may jeopardize the privacy of patients. Accesses and uses the minimum necessary patient identifiable information to perform job responsibilities and duties and only for authorized purposes.

Demonstrates knowledge and understanding of, and maintains confidentiality of employee information and medical center strategic plans and initiatives, financial information or other sensitive materials and information in printed, electronic or verbal form, which may jeopardize employee rights or organization’s operations. Accesses and uses the minimum necessary employee and organization information to perform job responsibilities and duties and only for authorized purposes.

Demonstrate a working knowledge of personal computers including basic spreadsheets, word processing and databases.

Capable of providing clear and timely communication on results, processes and requirements.

Ability to demonstrate professional behavior including compliance with HMC and UW policies and procedures, all laws and regulations as well as correct and ethical conduct.

Ability to relate effectively to a diverse customer population including patients, visitors and staff.

Demonstrates a commitment to customer service, including assessing customer’s requirements and measuring satisfaction.

Demonstrates ability and willingness to work as a member of the HMC team both within and across department and divisional lines.

Demonstrates knowledge of professional field including newest trends, applications and innovations. Demonstrates ability and willingness to apply preexisting and newly acquired knowledge to improve department operations.

Demonstrated organizational skills.

Ten key by touch.
MINIMUM QUALIFICATIONS
Three years’ experience in a high volume full-cycle computerized Accounts Payable environment, 10 key by touch, ability to process 300-500 invoices a week, be proficient in Microsoft software products and be well organized with an attention to detail. 
Full-cycle accounts payable functions include: customer service, verifying and/or analyzing vendor statements, receiving documents, purchase orders and invoices.
Experience analyzing, developing and maintaining process flows and databases using Microsoft Office software, Word, Excel, Access and Power Point.
Strong communication and customer service skills for interacting with departmental customers and vendors.
DESIRED QUALIFICATIONS:
Accounts Payable experience within a hospital/healthcare environment

Skills Requested: 

Other Details:
Schedule- 100%. Shift 1
 Monday- 8am-5pm | Tuesday- 8am-5pm | Wednesday- 8am-5pm | Thursday- 8am-5pm | Friday- 8am-5pm | 
Location- Harborview Medical Center
Estimated Duration of Assignment- 06/27/16 - 08/26/16
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