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University of Rochester Accounting Bookkeeper III - 225482 in Rochester, New York

Accounting Bookkeeper III

Job ID

225482

Location

Strong Memorial Hospital

Full/Part Time

Full-Time

Favorite Job

Regular/Temporary

Regular

Opening

Full Time 40 hours Grade 007 Social Work - Patient & Fam Svcs

Responsibilities

Position Summary:

With great latitude and the expectation to exercise independent judgment, provides administrative support to: Social Work and Patient & Family Services; Financial Counseling and Central Registration; and Financial Case Management Programs. (The three departments have a total of over 400 staff members.) The Accounting Bookkeeper is the billing manager and coordinator for the Strong Hotel and Lodging Services including the secure PayPal credit card payment system for Hope Lodge guests. Collaborates and works closely with Social Workers and managers to assemble accurate information for invoice processing from patient transportation and miscellaneous vendors used to expedite timely discharge. The Accounting Bookkeeper must be detail oriented, able to troubleshoot, gather precise information, follow through on tasks, and track accurate data correctly using Microsoft Word, Excel, and Outlook. In addition, the Accounting Bookkeeper must be able to perform routine and nonĀ­routine duties, requiring excellent communication and organizational skills.

Responsibilities:

Coordinator of Strong Hotel and Lodging Services:

  • Manage the Strong Hotel and Lodging Services day to day billing records. Assemble daily occupancy numbers and complete database for all Hotel vendors. Compile monthly data into Excel spreadsheet and calculate occupancy rates for month.

  • Prepare and submit occupancy and length of stay data into monthly report for Director and any other and ad hoc reports as needed.

  • Collaborate with Social Work staff, UR Medicine departments and hotel partners to resolve any issues with reservations, billing or discrepancies in information.

  • Complete Monthly billing for Hotel Vendors. Confirm type of occupancy for each guest

  • (Strong Lodging or Strong Guest), reconcile with Hotels and confirm all invoice payments are accurate. Ensure all backup documentation is available for research if needed.

  • Resolves invoice errors and seeks consultation on extenuating circumstances regarding billing, customer satisfaction and daily operations.

  • Collaborate with programmer/analyst to modify Guest Services database for improvements regarding reports and data integrity.

  • Acts as a day to day liaison with hotels partners to ensure quality services and patient/guest needs are met.

Billing Coordinator for Transportation Invoices and Social Work Fund Accounts:

  • Approve transportation invoices from third party vendors and correct errors in preparation for payment with appropriate account numbers.

  • Collaborate with Social Workers and obtain fund request forms with proper approvals.

  • Collaborate with managers and Social Workers to pay last minute or emergency invoices to facilitate timely patient discharges.

  • Act as liaison between vendors and University Accounts Payable Office.

  • PO renewals for all transportation, hotel, Medical Equipment suppliers and others as needed.

Credit Card/Cybersource Manager for Hope Lodge:

  • Analyze and adhere to the University Treasurer's Office/US Banking Laws/Payment Card Industry Security Standards Council guidelines/regulations. Attend trainings as required.

  • Process credit card payments for Hope Lodge Guests using an online Cybersource account set up by SMH finance department. Request payments from guests using credit card information taken from reservation forms and applying the URMC Cybersource account.

  • Ensure security of Hope Lodge database by backing up information to a secure SharePoint folder that is password protected and keeping guest credit card numbers secure by shredding documents and using secure terminal.

  • Review daily reports from Hope Lodge and reconcile with Strong Guest Services and Hope Lodge databases.

  • Collaborate with Systems Analyst to recommend changes to the software system from an end user perspective.

Office Supplies, Equipment, and Stationery Ordering:

  • Order office supplies for Care Management Suite, LOS, Admitting office and Transportation. Obtain approvals for items as needed, consult with Managers on justification of purchases. Complete online request for forms, business cards and stationery.

  • Acts as a consultant to Managers and supervisors on special purchase items regarding cost and availability.

  • Recommend cost savings for items through vendor.

  • Work with venders to correct shipping/billing errors or contracted pricing arranged through purchasing.

  • Maintain an inventory list of supplies.

Reception Coverage and Mail Distribution:

  • Provide backup receptionist desk coverage.

  • Pick up mail from Post Office and distribute mail to staff.

  • Monitor and troubleshoot patient returned mail.

  • Train new staff for coverage of the reception desk and mail distribution.

Other Responsibilities:

  • Train administrative staff on University ordering procedures with vendors and processing invoices.

  • Provide back-up coverage for administrative staff (i.e. Medicaid referral line, Social Work Reception Desk).

Qualifications:

The Accounting Bookkeeper must have a high school education and secretarial experience utilizing Microsoft Office Word and Excel. College courses and experience in a health care setting are preferred.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

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