Accountant II

AFSPA is committed to hiring and retaining a diverse workforce. We are an Equal Opportunity and Affirmative Action Employer, making decisions without regard to race, color, religion, sex, sexual orientation, national origin, age, veteran status, disability, or any other protected class.

*A Resume is required for consideration. Application submissions without a resume included will be automatically disqualified from consideration.*

Compensation for this position is in the $55k range to $62k range, depending on qualifications and experience.

We offer benefits that include subsidized Medical and dental coverage. Other optional benefits include 401K, Vision, Life Insurance, & more.

Hybrid work schedule until otherwise notified. Hybrid work schedules are based on business needs and may require you to work in the office up to 4 days per week.

Summary: The Accountant II supports the overall provision of Accounting & Finance services, policies, and programs. Job functions include computing, classifying, recording, and verifying numerical data for use in maintaining accounting records by performing the below functions. The major areas of responsibility are:

• Payroll
• Accounts Payable
• Accounts Receivable
• Fixed Assets
• Expense reports
• General ledger
• Cash management
• Financial reporting
• Administrative
• Compliance
• Budgeting
• Other
• The Accountant II supports Accounting & Finance practices and objectives that will provide accurate & timely financial reporting, that emphasizes customer service, empowerment, quality, productivity and standards, and goal attainment.

Accountant II is the lead point of contact/subject matter expert for at least 2 functional areas of Accounting/Finance service delivery, represents the department with at least one external partner and provides support to other functional areas.

Duties and Responsibilities:

Duties & responsibilities for each major area include, but are not limited to the following:

Payroll *

• Payroll journal entry (bi-weekly) *
  Payroll Tax Deposits journal entry (bi-weekly) *
  Payroll Vacation Expense journal entry (monthly) *
• Processes bi-weekly payroll.
• Interfaces with supervisors and managers to ensure all time is approved prior to running reports in Paylocity.
• Processes payroll-related changes received from Human Resources.
• employee deductions and bonuses.
• Works collaboratively with HR to ensure timely processing of all payroll changes
• 401(k) (bi-weekly) Processes 401(k) data to Empower site to ensure amount withheld from employee, 401k loan payments & ER match is posted to their 401k account.
• Prepare related journal entries
• Provide quarterly report for FTEs
• Other reporting as needed (OT)
• Responsible for Payroll filing system / easy retrieval of historical items

Accounts Payable*

• Prepare accounts payable invoices, understand the substance of the underlying transaction and code to the appropriate general ledger account, post payments, process payments in Bill.com
• Maintain a list of recurring monthly invoices and ensure timely receipt (call vendor/invoice approver if not received) and payment
• Process adjustments and void checks in Sage Intacct (as needed)
• Prepare related journal entries
• Vendor correspondence related to uncashed checks > 180 days.
• Track SLF grants
• Responsible for AP filing system / easy retrieval of historical items

Account Receivable / Cash Receipts

• AIP payment application to ensure AR balances are correct
• Cash receipts
• Credit card receipts
• Direct debit processing
• Employee payments
• DFAS
• Prepare related journal entries
• Complete Cash excel file
• Member correspondence
• Update Direct debit information
• send notices when payment bounces
• Responsible for AR filing system / easy retrieval of historical items

Fixed Assets

• Maintain a permanent fixed asset ledger with all invoices supporting journal entries to Fixed Asset general ledger accounts, enter/track assets & process *
• Work with purchasers and users to ensure that disposals of any assets are reported and accounted for properly in a timely manner with a hard cut off as of 6/30 and 12/31.
• Prepare related journal entries
• Fixed Assets activity
• Depreciation (monthly)
• Additions and disposals as needed

Expense Reports

• Review employee expense reports (domestic and international) and credit card charges for accuracy, code expenses to the proper general ledger account and create general ledger entries for them *
• Apply Federal Acquisition Regulations, Federal Travel Regulations, and cost accounting principles to expense reports
• Convert foreign currency for international trips
• If there are any personal charges on expense reports or credit card reports, prepare and send quarterly invoice to employees that have incurred expenses that should not be paid by AFSPA and ensure payment is made timely but no later than year end. *
• Prepare related journal entries
• Credit card activity
• Petty cash journal entry

General Ledger

• Maintain general ledger
• Timely recording of general ledger entries into accounting system (Sage Intacct) and ensuring all transactions meet current standards and GAAP. *
• Creating/updating spreadsheets to load into the accounting system and maintain a log of all general ledger entries. This is to properly document and track all monetary transactions/events. This is done throughout each month for recurring and special (one-time) entries. *
• Prepare journal entries
• Auxiliary insurance programs (AIP) to post transactions from the Billing system to the general ledger.
• Records AR, Deferred Revenue for AIP programs
• Banking activity
• Standard monthly entries (allocate prepaid costs)
• Adjusting journal entries
• Account Reconciliations (balance sheet accounts) – Find & explain variances between statement balance and balance in Sage (quarterly) *
• Bank Account reconciliations (Truist)– Finds and explains any difference between statement balance, and the balance in our accounting system (monthly)
• Other general ledger accounts as needed.
• Maintains and balances subsidiary accounts by verifying, allocating, posting and reconciling transactions and resolving discrepancies. *
• Annually updates allocation rates in Sage Intacct for all expense accounts and staff that are not 100% health. This set up is the framework to allocate costs to all programs on a monthly basis. *
• Creates new accounts in Sage Intacct and makes sure they are properly mapped to financial statements. *

Cash Management

• Monitor cash balances to ensure funds are available for AP, payroll, operational needs
• Prepare timely cash draws from Aetna / OPM
• Manage cash balances between investment and checking accounts
• Prepare related journal entries
• AFSPA cash journal entry
• Investment activity (monthly)
• Lead the Investment committee and broker meetings
• Record and distribute minutes

Financial Reporting and Analysis

• Reviewing Income statements & Balance sheets to ensure all costs are appropriately coded before month end close
• Prepare AFSPA & SLF executive summaries
• Prepare FEHB reporting
• Summarizes financial status by collecting information and preparing month end close. Reviews Trial Balance, Income statement and Balance sheets for completeness.
• Develops new reports and dashboards as needed
• Other reports (Ex: SLF grantee reporting)

Audits and Tax Filings / Compliance

• Audit and tax preparation for both AFSPA & FEHB *
• Maintains “prepared by client schedules” (PBC) and uploads to shared website Suralink.
• Fields requests from auditors and explains procedure used in different duties (such as journal entries, year-end accruals and account reconciliations), for both interim and year end field work. *
• Annual tax preparation of schedules required for Forms 990
• Compensation schedule. *
• 1099 reporting (annual) /maintain W-9 vendor file
• W-2 reporting (annual)
• 941 reporting (quarterly)
• AFSPA PCORI tax report for FEHB & HRA (July) *
• Annual AFSPA DC Personal property tax report (July), MD (April). *
• System Award management updates (annual)
• State reporting
• Sales & Use tax (monthly)
• AFSPA DC Personal property tax report (July),
• MD (April). *
• DC unclaimed property annual report (related to uncashed checks)
• Worker’s compensation insurance audit (Oct / Nov)
• Maintain current SOPs, update as processes change and update compliance policies annually
• Understand and applies
• GAAP
• Cost accounting – direct & allocating indirect costs
• Government contracting – FAR, FTR
• Train employees how to submit reports to Accounting
• Expense report – Paylocity, AP
• petty cash request
• Change payroll setup in Paylocity
• allocate costs in credit card or travel report

Budgeting

• Collaborate with colleagues to develop an annual budget
• Provide variance analysis and explanations
• Lead the quarterly time study process, collect and consolidate
• Average four quarters of data to be the basis of the following year's allocations
• Collect General & Administrative (G&A) statistics from colleagues

Other

• Partner relationships
• Establish and maintain positive working relationships with internal and external partners. EX: (Aetna, Johnson Lambert (JLCO), Truist, Royal Bank of Canada (RBC), Harvest Wealth (HW), Paylocity, Sage, Bill)
• Create/maintain SOPs for responsibilities listed above *
• Develop and document business processes and accounting policies to maintain and strengthen internal controls
• Training and mentoring junior staff
• Protects the organization’s value by keeping information confidential
• Updates job knowledge by participating in educational opportunities and reading relevant professional publications
• Develops systems for the maintenance of financial records, making use of current technologies
• Other duties as assigned

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Preferrable competencies include but are not limited to: Highly detail-oriented with good communication (oral & written), organizational, time management, interpersonal, analytical, and problem-solving skills; Ability to meet a constant stream of deadlines; Ability to work both independently and collaboratively with different levels of employees; Ethical conduct and Thoroughness; Microsoft Word and Excel (advanced beginner to intermediate); Paylocity, Sage Intacct, Bill.com; Internet Explorer; database software and Microsoft Outlook. Evidence of the practice of a high level of confidentiality.

Education/Experience:

• Two years of Accounting education and
• Two years of related accounting experience; or
• Equivalent combination of education and experience required.

• Bachelor's degree or equivalent in Accounting, preferred.
• Broad knowledge and experience in Accounts Receivable, Accounts payable, Payroll, General Ledger, Fixed Assets, Account reconciliations, Credit card and expense processing, and working knowledge of FAR and FTR preferred.

Work Location:

The following are work locations that AFSPA utilizes: New Carrollton, Maryland Satellite Office; Washington, DC Headquarters; and remote. Work location will be assigned and/or changed based upon business need and at Management’s sole discretion.