ACCOUNTING COORDINATOR II

** THIS POSITION IS OPEN TO CURRENT CITY OF MILWAUKEE EMPLOYEES ONLY**

The Accounting Coordinator II performs critical accounting and related business functions for the Milwaukee Health Department (MHD) to ensure public funds are handled effectively, efficiently, and transparently.

Accounting Coordinators have primary responsibility in up to two of the areas listed below, and will be trained to handle basic transactions in all areas to ensure consistent coverage of all business needs.

Accounts Payable: Invoices and Purchasing Card

• Receive, review, and process invoices for MHD purchases and services received to assure payment within the City's prompt payment deadlines.
• Log invoices, verify fund source and compliance with grant terms, and generate payment vouchers in the PeopleSoft Financial Management Information System (FMIS) and submit for payment.
• Establish and maintain vendors in FMIS.
• Allocate invoiced and other charged costs appropriately for shared functions using the MHD Chart of Accounts as a reference.
• Receive, code, and process Interdepartmental Requisitions & Invoices (IRI’s) received by MHD.
• Communicate with vendors, MHD staff, City Comptroller, Purchasing Division, and others to ensure payments are made accurately and problems are resolved.
• Receive and coordinate collection of bi-monthly purchasing card statements and receipts, review and assure appropriate coding and charging, as well as eligibility of transactions.
• Administer purchasing card accounts, including changes to spending limits and authorized purchases, at the direction of the Budget & Administration Manager.

Accounts Receivable and Billing

• Review, process, adjust, and submit medical billing claims using Electronic Health Record (EHR) software and claim records.
• Ensure patient privacy and compliance with the Health Insurance Portability & Accountability Act (HIPAA) for all billing transactions.
• Receive payments, process claim remits, and deposit billing revenue to appropriate accounts.
• Enroll MHD providers and programs with insurers and keep provider credentials current for billing.
• Keep and update MHD’s enrollment documentation, and administer MHD access to insurer portals for billing.
• Generate invoices for MHD business-to-business service and other functions, and receive and deposit cash, checks, and other revenues earned by MHD.

Purchasing

• Administer purchases and contracts for MHD, including submission of Requisitions in FMIS, reviewing and validating accompanying documentation, and administering amendments and change orders for City contracts managed by MHD.
• Provide previews and reporting on pending, posted, and executed contracts.
• Report monthly on the status of MHD contracts, including new contracts, pending expirations, and balances for available contracts.
• Generate Purchase Orders in FMIS for large purchases, and Excel for small purchases, as appropriate, to facilitate MHD purchasing.
• Keep contract and purchasing files in digital and paper versions, including relevant documents, change orders, and communications.

Reimbursements and Travel

• Receive, review, and process Travel Requests and requests for reimbursement according to City and MHD policies.
• Administer traveler accounts and payment methods in SAP Concur, and generate payment vouchers for reimbursements.
• Assure all travel requests and requests for reimbursement are appropriately documented, and generate confirmations of approvals and final documentation for travelers and other MHD staff.

Filing and Tracking

• Create, file, and retrieve all accounting records as needed, and ensure appropriate documentation of payments is on file for audit and reviews.
• Provide reports and data to support annual budget development for key services, vendors, and cost items.
• Manage MHD records and files, and ensure City record retention and management schedules are met for payable, receivable, and contract records.
• Administer and track MHD users/use on shared accounts, including parking, cell phones, and other vendor accounts.

• May be required to respond to an emergency or broad impact event.
• Required pre-employment vaccines include:
  • TB Test (at time of hire and annually throughout employment)
  • MMR Vaccine
  • Hep B Vaccine
  • Varicella Vaccine
• Required pre-employment tests include:
  • Physical Exam
  • Vision Exam
  • Audio-Gram
  • Drug Screen - Non-DOT

1. Regular status as a City of Milwaukee employee, having completed a probationary period for a civil service position, or status as a City of Milwaukee employee in a fixed-term position.
2. Bachelor's degree in accounting, finance, business administration, public administration or a closely related field from an accredited college or university.   
3. One year of progressively responsible, professional work experience in the area of budget preparation and review, accounting, cost accounting, financial reporting, and/or internal auditing.

Equivalent combinations of education and experience may be considered. 

• Experience working with an enterprise-wide financial system and conducting financial transactions in a large organization. 
• Experience with Pivot Tables, databasing, and macros.

Technical

• Knowledge of principles, practices, and procedures of general accounting.
• Knowledge and understanding of best practices and controls for handling cash, checks, and other deposit items.
• Ability to create financial reports. 
• Ability to reconcile accounts. 
• Ability to utilize financial and accounting spreadsheet and database applications, presentation tools, and integrated financial systems.
• Knowledge of mathematics and the ability to make accurate calculations. 
• Ability to read, interpret, and apply complex rules and regulations.
• Ability to use office equipment, including telephones, computers, copiers and fax machines.

Communication and Interpersonal

• Verbal communication skills to clearly convey and prepare technical information to various audiences.
• Written communication skills to prepare business correspondence, emails, reports and procedure manuals in a clear, compelling and error-free manner.
• Knowledge of the principles and processes for providing customer service to internal and external customers.
• Ability to work effectively with people from all cultural, educational and socioeconomic backgrounds to accomplish program goals.

Critical Thinking and Professionalism

• Analytical skills to apply logical thinking to gather and analyze information and solve complex financial situations.
• Ability to plan, prioritize, organize, and effectively carry out a variety of assignments under strict time constraints.
• Attention to detail to ensure the accuracy of calculations and financial reports. 
• Ability to collect, analyze, and interpret financial and transaction data.
• Ability to exercise discretion and sound judgment.
• Ability to exhibit exemplary professionalism.
• Honesty, integrity, ability to adhere to fundamental principles of ethical behavior for accountants, and ability to maintain confidentiality.
• Commitment to serving as an effective steward of City resources.

The current salary range (Pay Range 2FN) is $62,529-$71,754 annually, and the resident incentive salary for City of Milwaukee residents is $64,405-$73,907. 

Appointment will be made in accordance with the provisions of the salary ordinance.

THE SELECTION PROCESS will be job-related and will consist of one or more of the following: an evaluation of related education, experience, and accomplishments, an evaluation of written communication, interviews, and/or other assessment methods. The Milwaukee Health Department reserves the right to call only the most qualified candidates to proceed in the selection process. Information gathered from the selection process will be used to inform the hiring decision. Selected candidates will be transferred and/or promoted to the position.

INITIAL FILING DATE – The selection process will be held as soon as practical after the deadline listed above. Receipt of applications may be discontinued at any time after this date without prior notice. However, recruitment may continue until the City's needs have been met. The applicant is responsible for attending all phases of the selection process at the time and place designated by the hiring authority.

• APPLICATIONS and further information may be accessed by visiting www.jobapscloud.com/MIL.
• If you would like assistance completing an application, please contact the Department of Employee Relations at (414) 286-3751 or staffinginfo@milwaukee.gov.
• The Department of Employee Relations is located at City Hall, 200 E. Wells St., Room 706, Milwaukee, WI 53202

EEO - 202

The City of Milwaukee values and encourages diversity and is an equal opportunity employer.