Accounts Payable Specialist (Accounting Specialist) Health and Human Services

Marion County requires on-site work. Remote work is not available.

• Responsible for setting up purchase orders (POs).

• Responsible for monitoring of POs working closely with contracts team management finance and service area staff to ensure that correct account numbers are used.

• Getting authorization for adding lines to purchase orders when funds are used up.

• Maintain payment sheets in Excel to track payments by service element for contracted providers.

• Processing all accounts payable payments for the department.

• Matching payments with Purchase Orders.

• Independently research payments and correspond with department staff and external agencies to resolve billing discrepancies or vendor issues.

• Keep accounts current and resolve problems.

• Prioritize workload to meet deadlines managing urgent or time-dated items arranging backup for absences.

• Supply accounts payable information as needed from programs management and others as needed. This includes monitoring the HealthAP email box (shared tasks).

• Work collaboratively and cooperatively with County Finance in an effort to ensure accurate record keeping is maintained.

• Make sure that purchasing policy guidelines are being followed by HHS employees.

• Make sure payments are in compliance with County policy and good accounting practices.

• Supply Accounts Payable backup for auditor requests.

• Provide training for Accounts Payable team members.

• Provide occasional training for Health Department staff and management.

• Collaborate with Accounting and Budget employees. This includes working with the new ERP System and provide insight and recommendations. Help management maintain purchasing policies as needed.

• Provide purchasing and procurement for other departments for various items needed in programs. This includes booking hotels meeting clients to purchase items and ordering items on the internet.

• Perform cash control of service areas (emergency petty cash and change box). Monitor safe.

• Generate a summary report and distribute it to service area supervisors.

• Open Health Department mail.

• Attend meetings.

• Back up for tracking copier leases for the Health Department and notify Office Managers prior to leases expiring.

• Reset machines and compute usage charges by service code quarterly.

• Work with vendor on new leases.

• Problem solves with IT to obtain accurate meter readings for each machine.

• Backup for department P-Cards (procurement card system).

• Request cards as needed setup and delete users manage responsibility spreadsheet act as resource for questions.

• Assure monthly transactions are completed by all levels of responsibility card holder manager and auditor.

• Responsible for archiving p-card records. Assist with online p-card purchases including working with staff and management on travel arrangements.

• Assist staff and management with purchasing related issues and ensure purchasing policy is followed.

• Other duties as assigned by your supervisor.

Response Level 2:In the event of an emergency employee makes a reasonable effort to report to work. Employee may be required to perform duties outside of their regularly assigned duties. Employee may be requested to work an extended or flexible schedule. Staff at this response level must complete Incident Command System 100 and 700 on-line or in-person training.

1. Graduation from high school or equivalent; AND
2. Two years of experience in responsible accounting and or bookkeeping work; OR
3. Any satisfactory combination of work education training or experience relevant to the position as determined by Marion County.

• The finalist for this position will be required to pass a criminal history background check however conviction of a crime may not necessarily disqualify an individual for this position.
• This position may be subject to the following: Must not be excluded from participation in the federal health care programs (Medicaid Medicare and other federally funded programs that provide health benefits); AND must not be excluded from participating in federal procurement (Federal Acquisition Regulation) and non-procurement activities (Executive Order No. 12549).
• This assignment is represented by a union.
• This is a full-time position which is eligible for overtime.
• Typical Schedule: Monday - Friday 8:00 am - 5:00 pm with flexibility depending upon the needs of the department and program.

PUBLIC SERVICE LOAN FORGIVENESS
Marion County is a qualifying public employer for the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness Program full-time employees working at the County may qualify for forgiveness of the remaining balance on Direct Student Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions about your student loan eligibility should be directed to your loan servicer or the US Department of Education.

VISA SPONSORSHIP
Marion County does not offer VISA sponsorship. Within three days of hireyou will be required to complete the US Department of Homeland Securitys I-9 form confirming authorization to work in the United States. Marion County is an E-Verify employer and will use E-Verify to confirm that hires are authorized to work in the United States.

VETERANS PREFERENCE
Applicants are eligible to use Veterans Preference when applying with Marion County in accordance with ORS 408.225 408.230 and 408.235 and OAR and . Preference will be awarded only if the applicant meets the minimum requirements of the position and attaches the required documentation at the time of application.

DOCUMENTS REQUIRED FOR VETERANS PREFERENCE

• One of the following:
  • MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215); OR
  • Letter from the US Department of Veterans Affairs indicating receipt of a non-service connected pension; OR
  • Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

• In addition to one of the above documents Disabled Veterans must also submit one of the following:
  • A copy of their Veterans disability preference letter from the Department of Veterans Affairs; OR
  • Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

You can request copies of your military service record through the National Archives website at County is an Equal Opportunity Affirmative Action Veteran and Disability employer committed to increasing the diversity of its workforce.

Applicants with a disability may request reasonable accommodation through Human Resources in any step of the process to assist them in demonstrating their qualifications to perform the duties of the position for which they are applying. Please e-mailHuman Resourcesif you wish to request an accommodation.