Front Desk/Accounts Payable Specialist

PRIMARY RESPONSIBILITIES:

This position provides a blend of administrative and financial support to ensure smooth daily operations. The position will manage the front desk, greet clients and visitors, and provide referrals and community resources to those in need and oversee accounts payable functions for the organization. This position ensures a warm, professional environment while maintaining accurate financial processes, vendor relations, and general office support tasks.

ESSENTIAL DUTIES:

1. Maintain a clean, organized, reception and lobby area ensuring the office environment is professional, safe, and welcoming at all times
2. Greet and assist visitors, clients, and staff
3. Answer incoming calls and inquiries, directing them to the appropriate team members
4. Assist with coordinating meeting room bookings
5. Log in and disseminate incoming and outgoing mail including donations and packages
6. Maintain Visitor Log at front desk
7. Become knowledgeable of community resources and make appropriate referrals
8. Maintain and update Resource List as needed
9. Notify vending machine brokers when maintenance or restocking is needed
10. Process accounts payables ensuring accuracy and timeliness
11. Review purchase orders, accounts payables, and employee expenses to ensure proper coding, approvals and supporting documentation
12. Monitor outstanding payables and communicate with program managers regarding budget and coding questions
13. Resolve billing issues, payment discrepancies, and service concerns
14. Maintain an updated vendor database including W-9's, payment documentation, and contact information
15. Provide support during budget preparation, month-end reporting, year-end reporting, audit requests, and financial reviews
16. Support compliance with organizational procurement and payment policies
17. Receive all client copays, co-insurance, and deductibles owed, ensuring each client is provided with a receipt for payment and post payments to clients' charts in EHR
18. Create daily batch reports of all payments and submit them to Finance department
19. Other duties as necessary

KNOWLEDGE/EXPERIENCE:

1. Bachelor's degree in Business, Accounting or related field (preferred)
2. Experience in accounts payable, office management, or administrative coordination
3. Experience in Sage IntAcct or similar financial management systems
4. Customer service or front desk experience desirable with ability to multi-task
5. 1-2 years of front desk experience in the medical/mental health environment

SKILLS/ABILITIES:

1. The ability to work independently and in a team environment
2. Ability to work effectively with staff, clients, and external agencies
3. Proficiency in Accounting and Microsoft Office programs
4. Have excellent organizational skills, telephone, customer service techniques, and ability to maintain a high level of confidentiality
5. Strong communication and customer service skills
6. Ability to manage multiple priorities, meet deadlines, and maintain a high level of accuracy
7. Professional demeanor with a commitment to creating a positive client, guest, and staff experience
8. Ability to keep all Program Directors and Clinicians abreast of any changes in insurance coverage
9. Bilingual in English and Spanish a plus

LICENSES/CERTIFICATIONS:

High School Diploma or Equivalent