Accounting/Records Clerk 

Accounting/Medical Records Clerk - FT 217

Hours: Monday-Friday 8am-4:30pm

Job Summary:

To provide financial, clerical and administrative services to ensure efficient, timely and accurate payment of accounts for the agency. Assists in monitoring services to maintain the optimum physical development and health of the people supported – through oversight of medical records

Essential Functions and Competencies:

  • Utilize a computerized accounting system
  • Operate a ten key calculator
  • Fluent with agency income and expense allocations, service centers, and general accounting procedures
  • Responsible for processing sales and cash receipt tickets.
  • Send monthly statements and handle past due accounts
  • Send monthly billings for GSA, 3M (Portal), other production, custodial contracts, HCBS co-payments, and room & board charges.
  • Record monthly revenues/expenses for other income, county government, private donations, Special Olympics, memorials, contributions, grants, etc. in accountable accounts book and balance with general ledger accounts at month’s end.
  • Process monthly ACH payments through Dakota Bank and Wells Fargo for people supported room &board charges, rent payments, HCBS co-payments and protective payee fee charges. 
  • Record specified monthly account expenses for cost report accounts that require more detailed information.
  • Reconcile bank statements at the end of each month. Review all outstanding checks and let the accounts payable clerk know of any checks that are outstanding so vendors can be contacted and appropriate action taken on the outstanding checks. 
  • Record CTS Expanded Follow- along units for people supported by agency at the end of each month through Therap.
  • File paid bills
  • Disperse agency credit cards and wash tickets and ordering wash tickets as necessary.
  • Send resale certificate forms to all contract customers annually.
  • Prepare information for annual budget and audits.
  • Purge (as appropriate) accounting department records annually.
  • Post medical expenses to ledger sheets for people supported by agency.
  • Be familiar with and able to perform as delegated the essential functions of any position in the accounting department.
  • Record monthly gas usages in gallons to be used to complete From 8849-Claim for Refund of Excise Taxes at the end of each fiscal year to receive the gas tax refund.
  • File for reimbursement for medical trips for people supported by the agency with the Department of Social Services.
  • Responsible for Sunrise Apartment Accounting and processing tenant information.
  • Responsible for running monthly EIV Reports and filing as necessary.
  • Responsible for updating and maintaining SDHDA files for people we support living at sunrise properties.
  • Responsible for Aspire Foundation accounting.
  • Gather lunch counts, process pills and payments for lunches.
  • Run criminal background checks for tenants residing at Sunrise locations or for new move ins as required.
  • Understand and follows HIPPA Guidelines for privacy information.
  • Documents medical correspondence from dictated, handwritten or other sources accurately and in a timely manner.
  • Is responsible for the safekeeping of records and securing them against loss, destruction or use by unauthorized personnel.
  • Requests/reviews records from medical providers, scans and attaches to Therap.
  • Communicates effectively and professionally with co-workers, people supported, and community members.


Working Environment:

The usual and customary methods of performing the job’s responsibilities and essential functions require the following physical demands:  

  • Sitting
  • Some lifting, carrying, pushing, and/or pulling
  • Some climbing and balancing (i.e. stairs, etc), 
  • Some bending, twisting, stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity.  
  • May be performed at different locations in the community and under a variety of conditions:  generally clean and hazard free environment.


  • Must have a two-year degree in business or accounting or a minimum of three years of experience.
  • Must be at least 21 years of age
  • Basic fluency in oral and written English. 
  • Pass a qualifying criminal background check which includes motor vehicle reports. 
  • Licenses/Required Testing: 
    • A valid driver’s license and evidence of insurability is required upon hire. Must have a safe driving record and be insurable under our insurance.  Employee must be able to successfully complete agency driver’s training course.  
    • Applicant must be able to pass a pre-employment drug test prior to employment.  Employees are subject to testing per Aspire, Inc.’s Drug Free Workplace Policy.