Job Summary:
The Accounting Clerk is at the service of the Daughters of St. Paul Residential Care Home and the Pauline Books and Media Publishing House, Paulinas Distribuidora, Book Centers, and Exhibits. The Accounting Clerk assists in maintaining accurate records by creating Journal Entries, Accounts Payable and Accounts Receivable entries and researching discrepancies.
Reports to: Director of Apostolic Administration
SPECIFIC ACTIVITIES:
Daughters of St. Paul - Residential Care Home
• Accurately records all expenses of the Daughters of St. Paul - Residential Care Home, according to the state-mandated Massachusetts requirements for accounting entries for Residential Care Homes.
• Maintains clear entries of all expenses shared with the Daughters of St. Paul community and/or apostolic areas for reimbursement and recordation at the end of the month.
• Accurately records monthly Supplemental Security Income and MassHealth reimbursements for residents of the Daughters of St. Paul - Residential Care Home.
• Interacts with third party vendors for claims for the residents of the RCH.
• Maintains physical files of all paid invoices and recorded journal entries.
• Maintains strict confidentiality regarding all income and expenses of the residents of the Daughters of St. Paul - Residential Care Home, following standards of confidentiality regarding residents of a Residential Care Home.
Pauline Books and Media - Accounts Payable
• Confronts invoices against receiving documents and enters invoices into Teamwork System for payment.
• Opens incoming mail and enters all administration (non-inventory) invoices into queue for payment.
• Processes check runs.
• Files all open and paid invoices.
• Responds to vendor requests for updated Resale Sales Tax Exemption Certificates.
• Reconciles physical inventory received with cost of invoices from Publishing House printing companies.
• Reviews statements from vendors and follows up on discrepancies.
• Responds to all correspondence from vendors regarding our account.
• Maintains vendor database, updating address and contact information.
• Informs the Assistant Manager of any ongoing issues with vendors, including credit holds and past due accounts.
Pauline Books and Media - Accounts Receivable:
• Opens incoming mail, applies customer payments and prepares bank deposits.
• Handles correspondence related to customer accounts receivable records, past due accounts, payment discrepancies and tax-exempt certificates.
• Processes monthly customer statements.
• Keeps up to date records on all tax-exempt customers and maintains Avalara digital database of exempt certificates.
• Maintains customer database, updating address information, merges duplicate customers, etc.
• Informs the Assistant Manager of any ongoing issues with customers and past due accounts.
Daughter of St. Paul - Pauline Books and Media:
• Performs clerical office duties as directed.
• Maintains confidentiality and discretion.
• Maintains desk and work environment in an orderly and clean manner.
• Is willing to expand role under the direction of the Supervisor.
JOB COMPETENCIES:
KNOWLEDGE
• Basic Accounting Procedures (At least and A.A. in Accounting)
• Accounting Software, Computer Spreadsheets, and Word Processing
• Standard Business Communication Tools such as phone, fax, and the internet
SKILLS
• High level of accuracy
• Able to focus on and resolve details.
• Can prioritize according to given criteria.
• Able to manage many tasks in a timely manner.
• Analytical, Problem-Solving Skills.
• Able to write and speak standard business English.
• Able to sit and work at a computer station for most of the working hours.
• Phone Communication Skills
ATTITUDES
• A strong sense of justice and ethical responsibility
• A commitment to documenting relevant information.
• Willing to interact and communicate with department members.
• Respect for proper procedure as a means for avoiding future difficulties.
• Willing to learn software packages.
