Accounting Specialist

Position Summary

The Accounting Specialist plays a key role in the Finance Department by performing day-to-day accounting functions including journal entries, bank reconciliations, grant accounting support, intercompany billing, account reconciliations, cost allocations, and maintaining accurate financial records to support organizational compliance and reporting requirements.

RESPONSIBILITIES:

General Accounting

• Prepares and posts routine and recurring general journal entries.
• Supports month-end, quarter-end, and year-end closing processes.
• Complete and maintains accurate bank reconciliations for multiple bank accounts.
• Performs balance sheet account reconciliations and resolves discrepancies in a timely manner.
• Maintains detailed schedules and supporting documentation for assigned accounts.
• Assists with preparation of monthly financial statements and support schedules.
• Maintains organized, accurate, and accessible financial records for audit and compliance purposes.
• Maintains accurate contract, grant, and financial files.

Accounts Payable Support

• Assists with accounts payable processing, including invoice coding, expense allocations, check requests, vendor payments, employee expense reimbursements, and supporting documentation.
• Ensures expenditures are coded to the appropriate program, department, location, and funding source.
• Preform and/or assist with bank reconciliations and check clearing.
• Assists with maintaining vendor files, W-9 documentation, and payment records.
• Reconciles company and employee credit card statements and ensures expenditures are properly coded and supported.

Intercompany Accounting and Allocations

• Prepares and records intercompany billings and allocations to ensure accurate cost sharing across entities, programs, departments, and locations.
• Maintains detailed allocation schedules and supporting documentation.
• Tracks construction contracts and pass-thru funds account balances and reconciliations.
• Assists with monthly cost allocations and shared expense distributions.

Grant Accounting and Compliance

• Maintains grant-related financial spreadsheets, including revenue, expenses, match requirements, and funding utilization.
• Tracks restricted and unrestricted funding activity.
• Verifies that grant expenditures are properly coded and comply with funding source requirements.
• Assists with reimbursement requests and invoicing to funding agencies.
• Compiles supporting documentation for grantors monitoring reviews and site visits.
• Assists with grant reporting and financial compliance requirements.
• Maintains supporting schedules for federal, state, county, city, and private grants.

Audit and Financial Reporting Support

• Assists with year-end audit preparation, supporting schedules, and auditor requests.
• Assists with preparation of information required for Form 990 filings.
• Supports internal and external audits, monitoring reviews, and compliance examinations.
• Assists in maintaining effective internal controls and identifying process improvements.

Other Duties

• Performs special projects and other duties as assigned.
• Supports cross-functional Finance Department activities as needed.