Accounting Assistant

Community Bridges envisions a thriving community where every person has the opportunity to unleash their full potential. Our family of ten programs delivers essential services, provides equitable access to resources, and advocates for health and dignity across every stage of life.

POSITION DESCRIPTION:

Under general supervision of the accounting manager, provides varied, responsible, technical fiscal office support in accounts payable and accounts receivable; performs associated bookkeeping, journal entry, report preparation, and computer processing duties; instructs less experienced accounting assistants; performs related work as required.

DUTIES & RESPONSIBILITIES:

Is responsible for ongoing transactions related to the following accounting functions:

Accounts Payable:

• Verifies signatures, account and budget numbers for each invoice reconciles incoming bills with approved purchase orders or contracts;
• Prepares vouchers or checks for payment;
• Obtains authorized signatures and distributes payments to vendors and contractors;
• Verifies that all journal entries are current prior to generating monthly budget reports;
• Maintains complete vendor, voucher, and other files as required;
• Reconciles balance sheet accounts;
• Prepares special vendor history reports, and 1099 forms.

Accounts Receivable:

• Prepares, submits and monitors requests for funds, and reports on expenses to funding agencies;
• Receives all program monies, prepares bank deposits, and reconciles bank statements for a variety of accounts;
• Reviews budget detail for accuracy and completeness;
• Affects collection of monies from diverse sources due to agency for services provided;
• Maintains cash flow and cash in transit records;
• Reconciles all balance sheet accounts; 
• Develops and maintains necessary accounting records for printing, electronic storage, and similar ancillary agency services.

Other Duties:

• Prepares journal entries for assigned function; reconciles such entries as required.
• Inputs data to and retrieves data from a PC-based computer accounting system and Excel spreadsheet program; utilizes the computer, following established procedures, to create and maintain files and prepare periodic and special reports.
• Confers with other staff to offer feedback and suggestions regarding existing and proposed computer software and procedures relating to the assigned function(s).
• Maintains manual and computerized bookkeeping systems, records, logs, and files; prepares reports and performs a variety of office support and general clerical duties as required.
• Prepares and maintains written internal procedures related to the assigned function, ensuring that such procedures are consistent with other Agency functions.
• Communicates tactfully and respectfully with staff, vendors, funding agencies, insurance companies and others in regular contact with the fiscal office; ensures timely submission of invoices, and revenue requests.
• Participates in ongoing cross-training by giving hands-on training to a less experienced Accounting Assistants; reports to the Accounting Manager as to the progress of such cross-training.
• Provides special reports as requested by staff members.
• As directed by the Accounting Manager, reconciles errors and questionable records.
• As necessary, provides support to other fiscal functions.
• Communicates effectively and respectfully with people from different racial, ethnic and cultural groups and from different backgrounds and lifestyles; demonstrates a knowledge of and sensitivity to their needs.

Job descriptions are intended to be illustrative only; they are not designed to be restrictive or to define each and every assigned duty and responsibility. In an organization of this nature; each employee is expected to perform such duties as necessary to fulfill the stated goals of the agency.

We screen all applicants, require background checks on final candidates consistent with funding regulation requirements and are a Drug-Free Work Place.

UNION: 

The accounting assistant position is represented by the SEIU bargaining unit.

OTHER JOB DETAILS:

• This is a FLSA non-exempt position.
• Typical hours of work will be Monday-Friday, between 9am and 5pm.
• Regular onsite attendance is required of this position.

MINIMUM QUALIFICATIONS:

Knowledge:

• Of computerized bookkeeping, journal entry and reconciliation, and related accounting office procedures and practices relating to the functions of accounts receivable and accounts payable;
• Of general office practices, including filing, report preparation, and the use of standard office equipment;
• Of basic accounting principles.        

Skill:

• In preparing, researching and maintaining a variety of records, reports and forms related to an assigned accounting function;
• In reconciling data and solving fiscal problems;
• In making accurate arithmetic calculations;
• In rapidly learning the specific policies and procedures of the agency;
• In using sound independent judgment, prioritizing work, and meeting critical deadlines;
• In communicating effectively with other agency staff and with representatives of funding organizations, banks, insurance companies and vendors;
• In filing accurately;
• In using a variety of standard office equipment, including a personal computer to input, generate, and retrieve data;
• In collaborating with other Accounting Assistants to effectively and efficiently  process the accounts receivable and accounts payable functions ; and
• In dealing tactfully, cooperatively, and effectively with other agency staff members, community organizations, and the public, including people from different racial, ethnic and cultural groups and from different backgrounds and lifestyles

OTHER REQUIREMENTS:

• Several years of technical or clerical experience in an accounting office, which consists of included assignments in functions of accounts receivable and accounts payable;
• Experience must have included use of an in-house computer system;
• Accounting education in a college or technical school, and grant accounting experience is desirable, but not required.
• Must pass a criminal background check and maintain a clean record.
• Must be able to work at a computer for full workdays; some routine lifting and reaching requirements.