Accounting Specialist

Accounting Specialist I

GENERAL DESCRIPTION OF POSITION

This position is responsible for all accounts payable, fiscal compliance with funding entities, general ledger maintenance, bank deposits, vendor records and job costing special events in compliance with regulatory rules, regulations, program policies and procedures, various tracking and reconciliations and protects organization's value by keeping information confidential.

ESSENTIAL FUNCTIONS

This position requires face to face interactions with staff, board, vendors, and the general public on a daily basis to accomplish all essential functions of the position. 

• ACCOUNTS PAYABLE: Ensures all functions of accounts payable are accurate and completed timely; to include entering all invoices, receipts and vouchers as required and in accordance with approved indirect cost plan, preparing electronic requests for monthly recurring bills, paying invoices timely, ensuring all reasonable discounts are taken, preparing all accounts payable reports, ensuring appropriate authorizations, preparing insurance statements, printing checks and scheduling EFT payments on or before due date, entering all manual EFT payments in Accounting software, organizing and filing all related documents in compliance with internal controls and department policies and procedures. Monitors, updates, ensures accuracy of financial information on a monthly and as needed basis for internal and external stakeholders. Reviews the general ledger to ensure all expenses have been classified appropriately in compliance with cost allocation plans and/or funding entities and enters journal entries for month end closing on a monthly basis.  Works closely with other departments to ensure all expenditure data is compiled, reported accurately, and reconciled.  
• TRACKING AND REPORTING: Maintains ownership of the respite process to include maintaining tracking worksheet, sending out monthly respite vouchers, submitting Microix documentation for returned completed vouchers and monthly updates to ECI leadership regarding outstanding vouchers and fund balance.  Maintains ownership of the CCS tracking worksheet to include monthly tracking tabs and payment breakout reporting. 
• BANK REPORTS & DEPOSITS: Ensures all daily bank reports are saved in appropriate folders on the network.  Deposits all monetary receipts into appropriate bank accounts on a weekly basis.  Reviews check log to confirm that all receipts are accounted for and accurate and maintains check and deposit documentation. 
• INTERNAL CONTROLS: Ensures all electronic requisition submissions have the correct data entered, accurate receipts are attached to reflect the charge submitted, and are sent through the correct workflow in order to have accurate approvals based on internal policies and procedures. Reconciles credit card statements and balance sheet accounts on a monthly basis to ensure accuracy and compliance with department policies and procedures. Reconciles petty cash on a quarterly basis at a minimum. Reconciles insurance benefits paid for staff on the MEI cost report spreadsheet on a monthly basis. Reports on all special events related items and other revenues and expenditures as needed in compliance with department policies and procedures. Organizes and filing all related documents in compliance with internal controls and department policies and procedures. 
• FINANCIAL, SINGLE, & RETIREMENT AUDITS: Coordinate and prepare permanent file and work papers for annual audit and assist with the external financial and retirement plan audit process.  Performs internal audits to test controls and makes recommendations for changes or improvements, develops policies and procedures, and participates in development and implementation of accounting systems, internal control systems and other processes.  Adheres to accounting procedures and internal controls.  

OTHER FUNCTIONS

• Responsible for maintaining accurate, unduplicated vendor records to include new vendors, making corrections to current vendor information, requesting w-9’s as needed and the timely printing and filing of the 1099’s and 1096 on an annual basis. 
• Fully cross-trained in accounts receivable functions to fill in as needed. 
• Other duties as assigned. 

Required: Three to five years of accounting experience with good financial, accounting and billing systems knowledge. Very familiar with databases, spreadsheets and word processing programs.

Preferred: Associate degree or higher in Accounting/Finance or equivalent experience. Experience with Netsmart Abila and Microix software a plus.

NECESSARY SKILLS

• Ability to demonstrate, understanding and apply our Core Values which are at the heart of our organization and are embedded in all roles.
• Ten-key by touch.  Extensive computer skills.  
• High quality of work, organization and planning skills, problem solving and decision-making skills, self-improvement and initiative, adaptability and flexibility, excellent communication skills (written and verbal), ability to work well with others as well as independently.
• Client-centered awareness, knowledge and abilities
• Ability to communicate effectively (written and verbal) with families, staff and community
• Ability to work with others in a supportive, professional and cooperative manner
• Demonstrates behavior that is professional, ethical and responsible
• Ability to maintain a good working relationship with all co-workers and the general public and to use good judgment in recognizing scope of authority. 
• Ability to perform duties with speed and accuracy without immediate and constant supervision. 
• Ability to learn, interprets, and apply rules and regulations and policies.

MENTAL & PHYSICAL DEMANDS

• Ability to maintain emotional control under stress and empathize with staff, supervisors and families we serve.
• Ability to use critical thinking and problem-solving skills.
• Ability to ensure personal accountability
• Ability to work regular hours and some evenings or weekends as required. 
• Ability to lift and/or move 20 lbs.
• Ability to sit for long periods at a time.
• Ability to drive personal vehicle on occasion and have/maintain personal auto liability insurance.

TOP COMPETENCIES

• Interpersonal Skills
• Listening / Negotiating
• Decision Quality and Problem Solving
• Organizational Agility
• Integrity and Trust
• Time Management
• Managing through Processes and Systems
• Functional/Technical Skills