Program Summary
Philadelphia Family Voices is Philadelphia’s first and only family-legacy organization. As a family legacy organization, the mission of Philadelphia Family Voices is families helping families navigate and improve child-serving systems by creating opportunities for education, empowerment, advocacy and support.
Position Overview
Reports to: Executive Director
Direct Reports: None
Status: Non-Exempt; 17-hour workweek (part-time); can include evenings and weekends (not required)
The Bookkeeper/EHR Specialist is responsible for assisting with the operations of Philadelphia Family Voices, with a special emphasis on both accounts payable and electronic medical records. The Bookkeeper/EHR Specialist will create and carry out organizational processes to ensure timely payment of all expenses. The Bookkeeper/EHR Specialist will also function as the EMR Super-user and provide expertise and guidance for any technical aspects of utilizing the EMR.
General Summary:
-
Establish and maintain strong effective relationships with Philadelphia Family Voices staff, management, and key stakeholders.
-
Promote a positive public image of all PFV programs during correspondence with outside stakeholders and vendors.
-
Promote and model high ethical, professional and respectful behaviors both within Philadelphia Family Voices and externally.
Key Duties & Responsibilities:
Administrative
-
Participate in regular 1:1 supervision and team meetings as scheduled.
-
Participate in all required agency staff meetings.
-
Attend required trainings.
-
Attend all required meetings/conference calls in the community in a professional manner.
-
Gather and provide data as assigned.
-
Other duties as assigned.
Accounts Payable Responsibilities:
-
Enter financial transactions into accounting software (NetSuite), including invoices, expense reports, and other related paperwork; ensure transactions are accurately coded.
-
Keep track of accounts payable and receivable; maintain accurate and up-to-date records of financial transactions.
-
Maintain oversight of Consultant Agreements and estimates; complete internal paperwork to assist with processing of new and annual vendor contracts.
-
Manage vendor correspondence via phone or email; investigate and resolve problems associated with processing of invoices and purchase orders.
-
Reconcile, code, and enter monthly credit card statements in the accounting software.
-
File, maintain, and distribute accounting documents, records and reports as needed.
-
Serve as point of contact for any accounts payable-related questions and concerns for employees and management.
-
Perform other duties as required to support fiscal operations.
Electronic Health Record (EHR) Data Base
-
Serve as EHR Super-user, including holding maximum amount of usage privileges within the EHR system.
-
Serve as point of contact for staff and management on any questions, concerns, or general feedback related to the EHR.
-
Serve as liaison between the organization and the EHR vendor/s, as well as any other relevant technology-related stakeholders.
-
Proactively explore potential system and usage issues; identify ways to streamline processes and efficiencies.
-
Troubleshoot application problems to help prevent workflow interruptions; investigate and address issues across the computer network, EHR applications, and other databases and technologies.
-
Support organizational leadership with developing and delivering staff trainings related to EHR utilization.
-
Support organizational leadership with drafting and releasing any mass communication to staff regarding EHR-related issues, policies, changes, etc.
-
Prepare reports as requested by leadership or other stakeholders.
-
Ensure that all participants’ contacts and forms are documented in EHR/Database according to agency polices.
-
Document all services and activities (i.e. trainings, system meetings) according to agency policies.
-
Perform other duties as required to support the coordination of the EHR.
Education, Knowledge, Skills & Abilities:
Minimum Experience
-
Two years’ experience as a bookkeeper or accounts payable specialist.
-
Demonstrated competency using accounting software.
-
One years’ experience with electronic healthcare records for community-based social services.
-
Passion for mission and impact, with a willingness to embrace PFV values (e.g., families supporting families.)
-
Child Abuse, FBI Fingerprint, and Criminal Background Clearances.
-
Reliable internet connection if working remotely.
Preferred Experience Requirements
-
Experience with NetSuite preferred.
-
Experience with administrative tasks, such as tracking/monitoring data, documentation, etc.
-
Experience working with and understanding of billable service with the Medicaid system.
-
Philadelphia County Resident.
Minimum Education Requirements
High School Diploma or GED.
Required Skills
-
Demonstrated effective analytical, written and verbal communication skills.
-
Ability to interact with vendors and stakeholders effectively and professionally.
-
Possess excellent computer skills to perform job duties including accounting software, email, time sheet management, electronic health records, using Microsoft Office Applications, ADP and other relevant software.
-
Ability to be flexible, collaborative, and creative.
-
Dependable with strong time management and organizational skills.
-
Excellent communication and customer service skills.
-
Ability to maintain regular and punctual attendance; available for flexible work schedule including evenings and weekends as needed.
Physical Requirements
-
Able to sit/work at a computer and perform general office functions.
-
Able to carry computer equipment to external sites as needed.
-
Able to communicate clearly with others.
Working Environment
Work in a variety of settings, including but not limited to:
-
Philadelphia Family Voices office,
-
ZOOM or other approved digital meeting platforms,
-
Occasional off-site contact as needed.
Reasonable accommodation will be made to enable individuals with disabilities to perform essential job duties.