Accounting Bookkeeper III

University of Rochester | Rochester, NY

Posted Date 9/16/2022


Full Time 40 hours Grade 007 Social Work - Patient & Fam Svcs


Position Title:
Accounting Bookkeeper (Full Time – 40 Hours)

Administrative Services, Social Work and Patient & Family Services

Age of the Patient Population Served:
X Neonate
X Pediatric
X Adolescent
X Adult
X Geriatric

General Description

With great latitude and the expectation to exercise independent judgment, provides administrative support to: Social Work and Patient & Family Services; Financial Counseling and Central Registration; and Financial Case Management Programs. (The three departments have a total of over 400 staff members.) The Accounting Bookkeeper is the billing manager and coordinator for the Strong Hotel and Lodging Services. Collaborates and works closely with Social Workers and managers to assemble accurate information for invoice processing from patient transportation and miscellaneous vendors used to expedite timely discharge. The Accounting Bookkeeper must be detail oriented, able to troubleshoot, gather precise information, follow through on tasks, and track accurate data correctly using Microsoft Word, Excel, and Outlook. In addition, the Accounting Bookkeeper must be able to perform routine and non-routine duties, requiring excellent communication and organizational skills.

Specific Responsibilities

Coordinator of Strong Hotel and Lodging Services

Essential – 35%

  • Manage the Strong Hotel and Lodging Services day to day billing records. Assemble daily occupancy numbers and complete database for all Hotel vendors. Compile monthly data into Excel spreadsheet and calculate occupancy rates for month.
  • Prepare and submit occupancy and length of stay data into monthly report for Director and any other and ad hoc reports as needed.
  • Collaborate with Social Work staff, UR Medicine departments and hotel partners to resolve any issues with reservations, billing or discrepancies in information.
  • Complete Monthly billing for Hotel Vendors. Confirm type of occupancy for each guest (Strong Lodging or Strong Guest), reconcile with Hotels and confirm all invoice payments are accurate. Ensure all backup documentation is available for research if needed.
  • Resolves invoice errors and seeks consultation on extenuating circumstances regarding billing, customer satisfaction and daily operations.
  • Collaborate with programmer/analyst to modify Guest Services database for improvements regarding reports and data integrity.
  • Acts as a day to day liaison with hotels partners to ensure quality services and patient/guest needs are met.

Billing Coordinator for Transportation Invoices and Social Work Fund Accounts

Essential – 35%

  • Approve transportation invoices from third party vendors and correct errors in preparation for payment with appropriate account numbers.
  • Collaborate with Social Workers and obtain fund request forms with proper approvals.
  • Collaborate with managers and Social Workers to pay last minute or emergency invoices to facilitate timely patient discharges.
  • Act as liaison between vendors and University Accounts Payable Office.
  • PO renewals for all transportation, hotel, Medical Equipment suppliers and others as needed.
  • Coordinate paperwork for Journal Entry form to be submitted for durable medical equipment the Pharmacy provides to patients at discharge.
  • Coordinate with Finance Manager to utilize Rochester Female Charitable funds.

Office Supplies, Equipment, and Stationery Ordering

Essential – 15%

  • Order office supplies for Care Management Suite, LOS, Admitting office and Transportation. Obtain approvals for items as needed, consult with Managers on justification of purchases. Complete online request for forms, business cards and stationery.
  • Acts as a consultant to Managers and supervisors on special purchase items regarding cost and availability.
  • Recommend cost savings for items through vendor.
  • Work with vendors to correct shipping/billing errors or contracted pricing arranged through purchasing.
  • Maintain an inventory list of supplies.

Reception Coverage and Mail Distribution

Essential – 10%

  • Provide backup receptionist desk coverage.
  • Pick up mail from Post Office and distribute mail to staff.
  • Monitor and troubleshoot patient returned mail.
  • Train new staff for coverage of the mail distribution.

Other Responsibilities

Essential – 5% as needed

  • Train administrative staff on University ordering procedures with vendors and processing invoices.
  • Provide back-up coverage for administrative staff (i.e. Medicaid referral line, Social Work Reception Desk).
  • Maintain user codes for the Care Management and Social Work copiers.
  • Provide an ongoing balance for the Pediatric fund FAOs through backup and Workday reports.

Accountability, Supervision and Evaluations

The Accounting Bookkeeper’s performance is supervised by the Finance Manager for Social Work and Patient & Family Services and is accountable for the provision of duties in accordance with Social Work and Care Management policies, procedures and standards of conduct. The Accounting Bookkeeper’s job performance must conform to the expectations set forth in this job description. The Finance Manager, in accordance with guidelines established by the Social Work and Patient & Family Services, Strong Memorial Hospital and the University of Rochester conducts the Accounting Bookkeeper’s evaluations. The Finance Manager may make salary and promotional recommendations within the above-mentioned guidelines.

Position Qualifications

The Accounting Bookkeeper must have a high school education and secretarial experience utilizing Microsoft Office Word and Excel. College courses and experience in a health care setting are preferred.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Employment Type
Full Time

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