Accounting Specialist/Senior (AP)

The Accounting Specialist performs a variety of accounting, billing, and financial support functions for the Health and Human Services Department. This position supports departmental financial operations by processing transactions related to accounts payable, accounts receivable, client and insurance billing, general ledger activity, purchasing, and payment processing, with specific functional areas assigned based on operational needs. The Accounting Specialist ensures accurate financial records, timely payments and reimbursements, compliance with applicable regulations, and effective coordination with program staff, vendors, insurers, and County Finance.

ESSENTIAL FUNCTIONS:

The following duties are essential for this position.  However, they are not to be construed as exclusive or all–inclusive.  To be successful in this position, an individual must be able to perform each duty satisfactorily.  Other duties may also be required or assigned.

• Provide comprehensive accounting and billing support for Health and Human Services programs by recording financial transactions, maintaining accurate records, and ensuring compliance with County, State, and Federal requirements.
• Process accounts receivable and accounts payable activities, including compiling, reviewing, validating, and entering invoices, vouchers, purchase orders, checks, and payment requests into financial and electronic health record systems.
• Perform insurance and client billing functions for multiple HHS programs, including preparing and submitting electronic and manual claims, verifying required diagnosis and service information, resolving denials or rejections, and following up on unpaid claims.
• Receive, process, and apply payments received from insurance companies, clients, partner agencies, and other sources; reconcile registers, and payment reports to ensure daily and monthly balance.
• Maintain and reconcile general ledger accounts by entering daily worksheets, preparing journal entries, completing revenue accruals, and supporting month-end and year-end financial close activities.
• Provide billing office customer service by assisting clients in person, by phone, and electronically with questions regarding billing, payments, insurance coverage, program enrollment, financial ability to pay, and cost-share determinations.
• Open and close the billing office daily; perform balancing activities; print and allocate remittance advice files; upload and maintain electronic billing records; and ensure daily cash and payment controls are followed.
• Process and track specialized payments and revenues, including juvenile justice fees, program cost shares, public health license fees, meals program receipts, restitution payments, and other designated revenue streams.
• Coordinate purchasing activities for assigned programs, including processing approved purchase requests, ordering supplies and services, registering staff or clients for trainings or conferences, arranging lodging and travel, and maintaining required documentation and approvals.
• Manage purchasing card activity by tracking transactions, maintaining supporting documentation, reconciling statements, preparing reports, and coordinating approvals and submission to Finance.
• Maintain electronic and paper filing systems for invoices, billing records, client documentation, and financial reports in accordance with record retention requirements and confidentiality standards.
• Communicate with vendors, insurance carriers, program staff, caseworkers, and Finance staff to resolve billing discrepancies, payment issues, authorization errors, and documentation deficiencies.
• Assist with audits by preparing requested documentation, reconciling accounts, and responding to audit inquiries.
• Enter and maintain accurate client demographic, insurance, and financial information in electronic systems to support billing and reporting functions.
• Perform revenue monitoring and analysis to identify unbilled services, missing information, or errors impacting reimbursement; work with program staff to resolve issues and ensure services are paid appropriately.
• Provide backup support to other administrative and accounting staff and assist with special projects, temporary assignments, and cross-training as needed.
• Perform other related duties as assigned to support the financial operations of the department.

REQUIRED COMPETENCIES:

• Knowledge of public-sector accounting principles, financial recordkeeping practices, and internal controls as applied to health and human services programs funded by federal, state, county, and third-party sources.
• Knowledge of accounts payable, accounts receivable, billing, revenue accruals, journal entries, reconciliations, and general ledger maintenance within a multi-program human services environment.
• Working knowledge of federal, state, and County financial regulations, grant requirements, and billing standards applicable to health and human services programs, including Medicaid, Medicare, private insurance, and client fee systems.
• Skill in processing and reviewing invoices, claims, payments, deposits, refunds, and adjustments related to assigned accounting areas such as accounts payable, accounts receivable, insurance billing, purchasing, or program revenues.
• Skill in maintaining accurate financial and client-related records across multiple systems, including accounting systems, electronic health record systems, billing platforms, spreadsheets, and document imaging systems.
• Proficiency in the use of financial and office software, including accounting systems, billing systems, Microsoft Excel, Word, Google Platform, and databases; ability to learn and effectively use specialized HHS systems such as electronic health records and claims processing software.
• Analytical skills sufficient to research discrepancies, identify billing or payment errors, and coordinate resolution with program staff, vendors, insurance carriers, and other departments.
• Organizational and time-management skills necessary to manage multiple accounting functions, deadlines, and high-volume transactions in a complex service-driven environment.
• Effective verbal and written communication skills, including the capacity to explain financial information, billing requirements, and payment processes to staff, vendors, program personnel, and clients.
• Sound judgment and discretion in handling sensitive financial, client, and protected health information in compliance with confidentiality requirements, privacy laws, and County policies.
• Customer service skills necessary to interact professionally, tactfully, and respectfully with clients, families, program staff, vendors, and external agencies, including individuals experiencing financial stress or confusion related to services.
• Demonstrated reliability, accountability, and adaptability in performing assigned accounting duties independently while supporting the overall financial integrity and service delivery goals of the Health and Human Services Department.

PHYSICAL AND WORK ENVIRONMENT:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work is performed primarily in an office setting within the Health and Human Services Department, requiring frequent interaction with employees, supervisors, County leadership, community partners, and the general public.
• Requires frequent sitting, talking, hearing, typing, and reading to prepare documents, process information, and operate computers and standard office equipment.
• Occasional standing, walking, bending, reaching, lifting, or moving items up to 25 pounds, including files, meeting materials, and office supplies.
• Vision abilities needed include close vision, color vision, and the ability to adjust focus when reading printed documents and electronic materials.
• Must maintain concentration and professionalism in a busy, interruption-prone environment with shifting priorities, multiple deadlines, and simultaneous demands.
• Requires sufficient manual dexterity to operate telephones, computers, copiers, scanners, printers, and other office equipment.
• Work may occasionally involve evening meetings, such as committee meetings or annual public hearings.
• Limited exposure to confidential or sensitive information requires strict adherence to privacy, confidentiality, and ethical standards.
• Position may require occasional travel to other County facilities, community meetings, or training locations.
• Risk of blood-borne pathogen exposure is considered low.