COMPANY WEBSITE: https://enterprisemgmtinc.com/
ALTERNATIVE TITLE(S): Accounting Assistant, Mail Clerk
COMPANY: Enterprise Management Solutions, Inc.
DIVISION: Accounting & Finance
DEPARTMENT: Accounting
UNIT:
ACCOUNTABLE TO: Chief Financial Officer (CFO)
CLASSIFICATION: W2 employee
WORK SCHEDULE: 40 hours per week at 3310 Eastern Avenue, Baltimore, MD 21224 office from the hours of Monday to Friday from 8:00 AM EST to 5:00 PM EST
ANTICIPATED TRAVEL: 50% of the time.
SUMMARY OF POSITION RESPONSIBILITIES: The accounting clerk plays a crucial role in the finance department by assisting with various accounting tasks and ensuring accurate financial record-keeping. They support the accounting team in maintaining financial records, processing transactions, and preparing reports. You will be responsible for efficiently handling all incoming and outgoing mail for the organization. You will sort and distribute mail to appropriate recipients, ensure timely delivery, and maintain accurate records of all mail transactions.
SCHEDULED DUTIES AND RESPONSIBILITIES:
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Using the company vehicle, collect mail from all pickup locations daily and bring to the mail room for processing. While on site, return mail to clients that has been released by the CFO, Senior Accountant or PRP BHH Director.
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As requested by the supervisor, assist with accounts payable and accounts receivable tasks, including processing invoices, issuing payments, and reconciling statements.
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As requested by the supervisor, input financial data into accounting software or spreadsheets accurately and in a timely manner.
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Enter all paper bills into the appropriate company QuickBooks attaching the scanned document and filing the original paper document in the company's assigned banker box or file drawer in alphabetical order by sender.
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Maintain the file room and the mail room in a secure, professional and clean manner at all times.
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Log all receivables on the receivables log spreadsheet and immediately submit all receivables to the Senior Accountant responsible for receivables.
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Use the company vehicle for company business only. Check the fluids daily before departure. Do not drive the vehicle if fluids are low or any maintenance issues are identified. For any maintenance issues, enter a buildium maintenance request and report to the property manager.
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Ensure all mailbox keys are maintain in the lockbox at all times.
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Sort incoming mail, including letters, packages, and parcels, by department or recipient.
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Process outgoing mail, including postage application, packaging, and scheduling pickups with courier services.
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Distribute mail to appropriate recipients within the organization.
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Collect and process outgoing mail from various departments.
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Maintain accurate records of all incoming and outgoing mail transactions.
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Operate postage meter machines and other mail processing equipment.
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Assist in the coordination of bulk mailings and special deliveries.
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Handle mail-related inquiries from internal and external stakeholders.
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Ensure compliance with all postal regulations and company mail policies.
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Monitor and replenish supplies such as envelopes, postage stamps, and packaging materials.
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Assist with other clerical tasks and office duties as needed.
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Maintain confidentiality of financial information and ensure compliance with company policies and regulations.
UNSCHEDULED DUTIES AND RESPONSIBILITIES:
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Prioritize fulfillment of emergent needs of the organization as it relates to your scope.
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In collaboration with the supervisor attend to inquiries from external agencies within your scope.
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Consult with the CEO and executive team regularly to implement improvements within your scope on a continuous basis.
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Works with other department / division heads to monitor the financial activities each department and make recommendations.
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Participate in external and internal audits/surveys (CARF/CSA/OHCQ) as directed by the supervisor.
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Participates in quality assurance and performance improvement plans by completing periodic audits or other activities to ensure regulatory compliance and/or improve service delivery.
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Assist the supervisor with any work-related tasks as requested.
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Collaborate with and serve as program POC for external treatment providers and outside agencies as needed.
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Responsible for following regulations of COMAR, CARF, any other regulatory body, and company policies/ procedures related to service delivery and documentation and co-facilitating orientation of all new hires to these as well.
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Support the maintenance of a safe environment by participating in training and drills as requested.
PHYSICAL DEMANDS: Regularly walk, stand or stoop; occasionally lift, carry, push, pull or otherwise move objects weighing up to 25 pounds; and regularly drive a motor vehicle.
WORKING CONDITIONS: Some work is performed in an office.
DISCLOSURES: The specific statements shown in each section of this job description are not intended to be all inclusive. They represent typical elements and criteria considered necessary to perform the job successfully. The job’s responsibilities/tasks may be modified and/or expanded over time. Company will inform the personnel member when changes in the respective job description are made.
