Accounting Specialist

At Heartland Family Service, we are committed to building a culture that is trauma informed and values and celebrates diversity and inclusion. We believe this allows for better service delivery and innovation, as it encourages our employees to bring various experiences and uniqueness to the workplace.

Trauma Informed Care is an approach to engaging people with histories of trauma that recognizes the presence of trauma symptoms and acknowledges the role that trauma has played in their lives.  Trauma Informed Care also acknowledges the effects of working with trauma survivors on our workforce and seeks to build collaborative and supportive working environments and relationships.

If you believe in our mission of creating healthy families and communities, and like a fast pace, collaborative and team-oriented environment, then Heartland Family Service is the agency for you.

SUMMARY DESCRIPTION OF WORK

The Accounting Specialist supports the day‑to‑day financial operations of the organization, with primary responsibility for payroll processing, accounts receivable/cash management and accounts payable support and backup.

This role ensures accurate and timely financial transactions, maintains strong internal controls, and supports compliance with nonprofit accounting standards, grant requirements, and audit processes. The Accounting Specialist works with a high degree of independence while collaborating closely with the finance team to safeguard organizational assets and support the mission.

Highly developed interpersonal, problem-solving, time management, and decision-making skills are crucial to the role.

Compensation: between $36,900 and $45,120 per year (salary is determined by total years of relevant experience)
Work Schedule: 40 hours per week

MINIMUM QUALIFICATIONS

• Associate’s degree in Accounting, Finance or related field (or equivalent experience)
• Hands-on experience in payroll processing - UKG (UltiPro)experience preferred
• 3-5 years’ experience
• Experience with AP, AR, and general ledger activity
• Strong attention to detail and accuracy

Click to see benefits and company perks

Essential Duties and Responsibilities

Payroll

• Process biweekly payroll, ensuring accuracy and timeliness
• Maintain employee payroll records, earnings, deductions, and benefits allocations
• Oversee the process of employee garnishments according to state laws into the UKG system
• Review and validate timesheets and leave balances
• Coordinate with HR on new hires, terminations, and compensation changes
• Ensure compliance with federal, state, and local payroll regulations
• Maintain the documentation all payroll policies and procedures
• Prepare payroll accounting entries and research and resolve reconciling items for related accounts monthly
• Input data into automated systems and produce reports as required
• Maintain employee confidence and protect payroll operations by producing accurate payrolls and keeping all information confidential.
• Provide payroll training for program directors and new employee orientation

Accounts Receivable (AR) and Cash Management

• Record and reconcile daily cash receipts, including donations, grants, and program revenue Prepare and make bank deposits and ensure accurate recording in the general ledger
• Support donor or grant revenue recording in coordination with development or program staff
• Reconcile cash and AR accounts on a regular basis
• Track receivables and follow up on outstanding balances as needed

Accounts Payable (AP)

• Serve as backup to the Accounts Payable Specialist, ensuring continuity of operations during absences or peak workload periods
• Process vendor invoices, verify coding and approvals, and assist with payment preparation as needed
• Support periodic check runs and ACH processing under established procedures
• Respond to AP inquiries and assist in researching and resolving discrepancies

General Responsibilities and Professional Expectations

• Dependable and punctual regarding scheduling and attendance
• Display a courteous and caring attitude at all times
• Develop personal and program related skills through participation in internal and external training opportunities including printed material and audio and/or visual media
• Evaluate current operating policies and processes, identify areas of opportunity for improvement and provide continual process improvement within the department
• Create, maintain and share as appropriate a dynamic self-care plan
• Strive to make connections between the agency and the larger community whenever possible in order to contribute to the agency’s ongoing fundraising and friend-raising efforts
• Essential functions of this job are to be performed on company physical work site
• Perform related duties as assigned