Accounting Specialist

POSITION SUMMARY:

The Accounting Specialist will be cross-trained in the various financial functions of the agency. May perform financial related tasks relating to any of the following areas; Financial Reporting, Accounts Payable, Accounts Receivable, Payroll and Purchasing.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Accounts Payable:

1. Completes payments and controls expenses by receiving, processing, verifying, and reconciling invoices.
2. Reconciles processed work by verifying entries and comparing system reports to balances.
3. Charges expenses to accounts and cost centers by analyzing invoice/expense reports; recording entries.
4. Pays vendors by monitoring discount opportunities, verifying federal id numbers, scheduling and preparing checks, and resolving purchase order, contract, invoice, or payment discrepancies and documentation.
5. Ensures credit is received for outstanding memos.
6. Issues stop-payments or purchase order amendments.
7. Pays employees by receiving and verifying expense reports and requests for advances; preparing checks.
8. Maintains accounting ledgers by verifying and posting account transactions.
9. Verifies vendor accounts by reconciling monthly statements and related transactions.
10. Maintains records by scanning and filing documents.
11. Disburses petty cash by recording entry and verifying documentation.
12. Ensures that vendors have tax exemption documentation and that the Agency is not charged sales tax.
13. Monitors copy count on shared photocopier equipment.
14. Postage meter readings.
15. Enters customer payment information into vendor databases.

Payroll:

1. Performs all activities necessary to process biweekly payroll in a timely manner.
2. Maintains accurate payroll records and employee files, in conjunction with HR, including reconciliation of payroll accounts.
3. Completes and submits Unemployment Reports, Wage Verifications, Garnishments and Levies.
4. Performs other related activities and ad hoc reports, as required, to assure program success.
5. Works closely with Human Resources to ensure accurate benefit deductions and record keeping.
6. Prepares various payroll and management reports and journal entries.
7. Responds to employee inquiries and requests regarding payroll matters.

Purchasing:

1. In consultation with appropriate staff, prepares all requests for proposals and invitations to bid; works with staff to evaluate responses; makes a recommendation to the Finance Director/CFO.
2. Verifies purchase requisitions by comparing items requested to master list; clarifying unclear items; recommending alternatives.
3. Establishes relationships with vendors in order to ensure the Agencies expenditures are fiscally responsible.
4. Forwards available inventory items by verifying stock; scheduling delivery.
5. Prepares purchase orders by verifying specifications and price; obtaining recommendations from suppliers for substitute items; obtaining approval from requisitioning department.
6. Obtains purchased items by forwarding orders to suppliers; monitoring and expediting orders.
7. Verifies receipt of items by comparing items received to items ordered; resolves shipments in error with suppliers.
8. Authorizes payment for purchases by forwarding receiving documentation.
9. Keeps information accessible by sorting and filing documents.
10. Provides purchasing planning and control information by collecting, analyzing, and summarizing data and trends.
11. Processes education benefits (tuition reimbursements).
12. Arranges travel accommodations for staff to include hotels, flights, rental, etc.
13. Maintains records by scanning and filing documents.

Accounts Receivable:

1. Prepares monthly invoices for all program areas.
2. Posts payments by recording cash, checks, and credit card transactions.
3. Posts revenues by verifying and entering transactions form lock box and local deposits.
4. Updates receivables by totaling unpaid invoices.
5. Maintains records by scanning and filing invoices, debits, and credits.
6. Verifies validity of account discrepancies by obtaining and investigating information.
7. Resolves valid or authorized deductions by entering adjusting entries.
8. Resolves invalid or unauthorized deductions by following pending deductions procedures.
9. Resolves collections by examining payment plans and payment history; coordinating contact with funding sources.
10. Summarizes receivables by maintaining invoice accounts; coordinating monthly transfer to accounts receivable account; verifying totals; preparing report.
11. Administers MaineCare portal.

Finance and reporting:

1. Codes or screens invoices for correct coding; processes invoices for payment.
2. Reconciles balance sheet accounts; prepares adjustments to accounts as necessary.
3. Works with the Finance Director/CFO to periodically review fiscal policies and update as necessary.
4. In consultation with appropriate staff, prepares all requests for proposals and invitations to bid; works with staff to evaluate responses; makes a recommendation to the Finance Director/CFO.
5. Assists with maintaining the departmental financial systems; prepares journal entries and makes adjustments to general ledger as needed.
6. Maintains accurate accounts payable records.
7. Interprets and prepares various financial reports both within the Agency and outside funding sources.
8. Works on and manages financial contract work, as assigned by senior leadership.

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Performs additional duties as assigned.

QUALIFICATIONS NEEDED FOR POSITION:

Experience and Skill Requirements: The following experience and skill requirements are considered essential:

Experience:

• 2-3 years of experience in accounting required
• Non-profit fund accounting, preferred
• Payroll processing for 100+ employees, preferred
• Accounts payables and accounts receivable
• Managing data
• Interpreting funding source regulations and grant application requirements
• Lending and finances
• Using various office machinery and equipment

Skills:

• Excellent accounting skills
• Excellent critical thinking skills
• Excellent administrative capabilities
• Excellent customer services skills
• Excellent organizational skills
• Excellent listening skills
• Excellent verbal communication skills
• Excellent written communication skills
• Excellent recordkeeping skills
• Calculate rates, ratios, percentages, and proportions with a basic understanding of statistics, algebra, and geometry
• Proficient in using Microsoft Office applications and other computer software as applicable the position
• Adaptable to change
• Develop, analyze, and maintain statistical records
• Display tact, discretion, and sound judgment
• Handle frequent disruptions
• Prioritize and coordinate work activities
• Read, analyze, comprehend, and apply written procedures
• Work independently
• Detail-oriented

Education and Knowledge Requirements: The following education and knowledge are considered essential:

• Associate’s degree in accounting or relevant field or equivalent combination of education and experience.

Other Requirements: Additional requirements that are considered essential:

• Must pass required background checks
• Must have reliable transportation

GENERAL EXPECTATIONS:

1. Maintains and promotes the highest level of understanding of the Agency's Mission, Vision, and Goals.
2. Maintains confidentiality; protect the Agency by keeping information concerning employees, those we serve, and the Agency itself confidential.
3. Follows all safety policies and procedures with a "safety first" approach to all job duties.
4. Exhibits a positive, professional, and collaborative attitude with others inside and outside the Agency.
5. Exhibits teamwork through effective internal communication and working relationships.
6. Is punctual for scheduled work and uses time appropriately.
7. Performs required amount of work in a timely fashion with a minimum of errors.
8. Participates in trainings, conferences, and meetings as necessary.
9. Possesses and exhibits the highest standards of professionalism and personal integrity.
10. Represents the Agency in the community as appropriate to the role.

PHYSICAL REQUIREMENTS:

The physical requirements described here are representative of those that must be met by the Incumbent to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands or arms and talk or hear, and sit. The employee is frequently required to stand and walk. The employee will occasionally lift up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those the incumbent encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is mostly performed in an office setting. The noise level is quiet to moderate. Occasional local and long-distance travel may be required, sometimes in inclement weather.

** All requirements and skills are considered to be essential, unless otherwise indicated. **

External and internal applicants, as well as position incumbents who become disabled as defined under the Americans with Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case by case basis.

The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.