Accounting Specialist

JOB SUMMARY:

The Accounting Specialist is responsible for accurately recording and reconciling the agency’s credit card transactions, accounts receivable payments, cash receipts, and other financial activity. This position supports the timely and accurate processing of accounts payable, vendor payments, and cash disbursements while maintaining appropriate documentation and internal controls.

The Accounting Specialist manages the workflow of invoice processing, maintains vendor records, analyzes vendor activity, and tracks leasing and utility payments to ensure proper recording and timely payment. The position also supports online purchasing, transportation card and gift card distribution, petty cash, and client laundry fund management in accordance with finance department procedures.

Working closely with the Controller, CFO, and other finance team members, the Accounting Specialist assists with financial reporting, audits, and other accounting functions as assigned. The position is expected to maintain accurate financial records, protect agency resources, and provide responsive service to internal departments and vendors.

JOB RESPONSIBILITIES:

Accounts Payable and Cash Disbursements

• Manage the invoice processing workflow, including collecting invoices, verifying supporting documentation, obtaining appropriate approvals, and entering invoices into the accounting system.
• Ensure proper authorization, approvals, and signatures are obtained for checks, invoices, and payment forms.
• Prepare and maintain check and payment listings and upload Positive Pay files to the online banking system.
• Allocate, code, enter, and reconcile company credit card transactions and statements, ensuring all required documentation is complete and properly recorded.
• Collect, enter, and maintain vendor information, including W-9 forms and payment details, in accordance with agency procedures.
• Serve as a primary point of contact for vendors regarding invoices, payment status, and account information.
• Establish and maintain ACH vendor payment information in accordance with internal controls and banking procedures.
• Process year-end 1099 and 1096 filings and maintain supporting documentation.
• Administer the petty cash account and funds supporting client needs, including maintaining accurate records and reconciling balances.
• Purchase, track, and issue transportation passes and gift cards in accordance with finance department procedures.
• Track utility payments and related invoices to ensure timely processing, accurate coding, and proper recording in the accounting system.
• Analyze vendor activity and assist with identifying discrepancies, unusual transactions, or opportunities to improve payment processing and financial controls.

Accounts Receivable and Cash Receipts

• Enter or import online donations and electronic deposits received from the Development Department and other sources into the accounting system.
• Ensure all bank activity is recorded accurately and timely in the accounting system.
• Enter accounts receivable payments, receipts, and other cash receipts into the accounting system.
• Reconcile cash receipts and deposits to supporting documentation and investigate discrepancies.
• Maintain accurate records of cash receipts and assist with follow-up on outstanding receivables as assigned.

General Ledger and Financial Reporting

• Assist with general ledger maintenance, account reconciliations, and month-end and year-end close activities.
• Create and utilize Sage Intacct accounting reports and prepare ad hoc financial reports in a timely manner as requested.
• Assist with financial audits by gathering supporting documentation, responding to information requests, and maintaining organized accounting records.
• Support the Controller and/or CFO with financial analysis, reconciliations, reporting, and other accounting-related projects.
• Perform other related duties as assigned by the Controller and/or CFO.

Other

• Assist with grant billing preparation if needed.
• Responsible for filing and archiving accounting records.
• Responsible for adhering to the agency’s document retention and destruction policy.
• Actively participate in departmental and monthly all-staff meetings.
• Attend and complete professional staff trainings as scheduled.
• Represent the agency in a professional and ethical manner.
• Maintain an active team approach with all staff in all work-related situations and with the staff of other agencies/organizations when collaborating on shared programs/grants
• Perform other related duties as assigned