Staff Accountant I - Accounting

I. MAJOR FUNCTIONS:

Performs a broad range of accounting functions under the general supervision of the Accounting Director and Staff Accountant. Responsibilities include reviewing and approving vendor invoices for accuracy, analyzing accounts payable general ledger accounts, and preparing journal entries. The role also involves generating accounts payable aging reports, maintaining vendor records, and supporting the preparation of financial reports.

II. BASIC DUTIES AND RESPONSIBILITIES:

Maintain accounts payable email inbox. Receives and scans invoices, routing them to appropriate staff for coding utilizing our web based accounts payable system (PN3). Reviews staff-approved invoices for proper coding and supporting documentation prior to approval in PN3; submits batches with documentation to the Staff Accountant for final review and release. Follow up on any invoices in the system for more than one week with no activity. Create new vendor records as needed. Maintain vendor records (name, address, ACH banking information and 1099 information etc). Ensure receipt of a completed Form W-9 and attach to vendor record before invoices are uploaded into PN3. Prepare monthly/quarterly chapter payments (rebate, InReach, Joblink, WebScribble etc) voucher for Staff Accountant and/or Accounting Director to review. Prepares monthly reconciliations for prepaid expenses, accrued expenses and other accounts as assigned by the Accounting Director. Maintains the accounts payable subsidiary ledger, ensuring it reconciles to the general ledger; prepares monthly accrual entries as needed. Tracks and follows up on returned and outstanding checks, initiating appropriate actions through written and verbal communication; prepares outstanding checks for abandoned property reporting to the District of Columbia government. Records electronic payment (wire and transfers) entries in Microsoft Dynamics SL. Prepare vouchers, zero checks and debit adjustments in Microsoft Dynamics SL. Process membership and conference credit card refunds through PayPal and Clover web-based credit card systems. Process annual author royalty checks for publications department including follow up on uncleared payments from prior year. Coordinate printing of author letters and mailing in September. Serves as backup to the Accounts Receivable Accountant, assisting with receivables and disbursement processing in iMIS related to membership, conferences, and credentialing. Performs other duties as assigned.

III. MINIMUM WORK REQUIREMENTS:

Skills:

Excellent verbal and written communications skills, including the ability to effectively communicate and make presentations to a wide variety of audiences. Ability to lead and collaborate in a complex environment with multiple competing priorities. Ability to manage time effectively. Ability to plan, organize, and manage a wide array of business related services. Ability to establish and maintain cooperative business relationships and to build credibility and trust throughout the organization. Strong problem identification skills, including the ability to problem solve and generate creative solutions, exercise common sense, and sound judgment, and make effective decisions based on accurate and timely analyses. High level of attention to detail and critical thinking ability.

Knowledge:

Bachelor’s degree in Accounting required. Knowledge of internal control procedures, particularly relating to cash. Requires a working knowledge of accounting practices and principles, and procedures including Cost Accounting, Financial Auditing and internal control policy and procedures, particularly relating to the safeguarding of assets. Working knowledge of Microsoft Dynamics SL and PN3 a plus.

Experience:

Minimum of two years of related work experience, preferably at a professional association and/or nonprofit setting with multiple state chapters, entities, etc. Minimum of two years’ experience and responsibility with using an automated accounts payable system and an integrated financial system.

IV.  ATTRIBUTES

Results driven: This individual sees the big picture, assists with the development and monitoring of key performance metrics to produce the desired results. Strong business acumen: This individual sees opportunities and emerging trends, and is knowledgeable about the operations, unique needs, and goals specific to member-driven, not-for-profit organizations. Firm and fair leadership: This individual will work with a wide range of staff, colleagues, and members, requiring a firm, fair, and flexible style that both complements the efforts and supports the needs of others. Partnership: This individual is able to build trust internally and externally and must be viewed as highly professional, discreet, and accountable. Organizational agility: This individual has a thoughtful, respectful communication style that fosters an open environment, enabling thought-provoking discussions and collaborative decision making. Perceptive: This individual is creative and intuitively recognizes opportunities and takes appropriate action.