Clerical Specialist - Accounts Payable (Nursing Home)

GENERAL PURPOSE
The Clerical Specialist – Gracedale Administration is responsible for performing accounts payable administrative and professional work in the Gracedale Division of the Department of Human Services for the County of Northampton. This position independently prepares, carries out, and takes definitive action regarding processes and functions that are integral parts of the Department's mission.

SUPERVISION RECEIVED
This position reports directly to the Lead Accountant.

SUPERVISION EXERCISED
This position is not responsible for the supervision of other employees or functions.  

ESSENTIAL DUTIES OF THE POSITION
Works with other departments within Gracedale to gather invoices and support information.

Receives and processes invoices. Matches invoices to receiving slips. Timestamps, alphabetizes, and organizes invoices into batches. Inputs invoices into OneSolution ERP, verifying accuracy of data. Verifies authorized signer for each invoice. Generates OneSolution reports and reviews for insufficient funds. As directed, addresses inaccuracies and takes necessary steps to resolve discrepancies. If necessary, contacts Department or Division to correct errors. Reviews batch proof reports prior to disbursing batches.

Receives, sorts, and files A/P batches from the Department of Human Services.  

Processes all incoming (electronic and mailed) correspondence received by the Gracedale Business Office related to Accounts Payable.

Verifies and distributes weekly A/P checks. Files backup copies.

Provides information upon request for use in accounting, auditing, or administrative activities. Uses County ERP system and/or Microsoft Office applications to generate reports as needed.

Establishes and maintains files on alphabetic, chronological, electronic, numerical, or other basis. Retrieves requested materials from files. Signs, date-stamps, or otherwise identifies and/or controls files.
Assumes responsibility and takes independent action on areas of specialization and/or Accounting. Performs assigned functions according to specified deadlines.

Participates in cross-training and mentoring as necessary in order to develop areas of specialization or assigned function area.

Provides exceptional customer service by effectively communicating with vendors by telephone, email, or in person.

Fills in, when necessary, at front lobby receptionist desk answering telephones and receiving visitors to Gracedale.

*An employee assigned to this title shall perform a majority, but may not perform all, of the duties listed in this job description. Conversely, minor level duties performed on the job may not be listed. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

REQUIRED MINIMUM QUALIFICATIONS

EDUCATION & EXPERIENCE - Completion of a high school, or general equivalency, diploma; AND

At least two (2) years of professional clerical work experience. Experience in accounting or accounts payable in a medical office or nursing home preferred but not required.

KNOWLEDGE, SKILLS, AND ABILITIES  
Excellent communication and interpersonal skills with the ability to listen effectively, be patient, respond appropriately, and maintain mutual comfort level while relating to a diverse clientele, both verbally and in writing.

Skill in gathering information from and explaining procedural and/or processing requirements to vendors, callers, and other members of Gracedale and departments within Northampton County.

Excellent time management, prioritization, and multitasking skills, along with the ability to maintain sufficient flexibility to respond to immediate demands.

Excellent math skills, including addition, subtraction, multiplication, and division.  

High level of attention to detail.

Ability to learn to utilize the necessary software specific to the Disbursements Division, including but not limited to OneSolution ERP.

Ability to establish and maintain filing and other recordkeeping systems.

Ability to preserve confidential and sensitive information.

Ability to maintain composure and tactfully handle sensitive situations.

Ability to establish and maintain working relationships with County staff, other agencies, and the general public.

Ability to read, write, speak, understand, and communicate in English to perform the duties of this position.   

TOOLS AND EQUIPMENT
Telephone, personal computer (including the Internet, Microsoft Office applications and other specialized software), calculator, adding machine, fax machine, copy machine, scanner, and other office equipment.

PHYSICAL DEMANDS
While performing the duties of this job, the employee is frequently required to walk, sit, talk or hear.

The employee must occasionally lift and/or move up to twenty-five (25) pounds.

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

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The noise level in the work environment ranges from quiet to moderately noisy.

SELECTION GUIDELINES
Formal application, rating of education and experience, interview, and reference check as well as job related tests may be required. 

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. 


FLSA STATUS: FLSA NON-EXEMPT (ELIGIBLE FOR OVERTIME)
DESIGNATION: CAREER SERVICE
PAY GRADE: CS/GR17
UNION STATUS: NON-UNION

Updated April 2025