Staff Accountant

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General Statement of Duties:

Prepares and maintains financial records to track the organizations assets, liabilities, revenue, and expenditure activities. Performs accounting duties in accordance with policies and procedures that include entering, posting, reconciling, and reporting functions. Position plays a key role in the financial close.  The position requires exceptional attention to detail, strong spreadsheet and financial software skills, the capacity for handling a high volume workflow that may involve competing demands, and the ability to adapt to new work procedures as well as maintaining confidentiality.  Collects, processes, and produces CSB payroll. The incumbent plans his/her own work to ensure date driven deliverables are met. This position closely coordinates work assignments and responsibilities with the Accounting Manager and is supervised by the Accounting Manager.  The position also works closely with the Human Resources Department.

This position is classified non-exempt under the provision of the Fair Labor Standards Act.

Distinguishing Features of Work:

The primary goals are to ensure the timely and accurate processing of data related to CSB payroll, accounts payable invoices, and weekly deposits. This position works with a wide range of CSB staff. This position is responsible for handling and coordinating highly confidential information on behalf of the CSB, its employees, and consumers. All requisite personnel-related reporting must be independently completed in full compliance with federal and state laws and regulations.

Major Essential Functions:

  • Processes and produces accurate bi-weekly payrolls, including direct deposits file.
  • Prepare all state and federal payroll tax deposits for each payroll period.
  • Reviews and approves monthly VRS Snapshot payment, reconciles related payroll records, and submits for approval.
  • Prepares and reconciles monthly and semi-monthly VOYA payments and submits for approval
  • Prepares quarterly Form 941s, reconciles the related payroll reports, and provides them to the Accounting Manager and/or CFO for review and submission.
  • Prepares quarterly VA state tax and VEC Unemployment reports and reconciles related payroll records and submits for review.
  • Generates IRS W-2 forms and reconciles related reports and information for each tax year.
  • Provides orientation/training to new service provider staff on timesheet completion and other payroll related policies.
  • Monitors and maintains payroll email inbox and appropriately responds to requests and questions in a timely and professional manner.
  • Prepare all reports for the annual Worker’s Compensation Audit and assist the Accounting Manager and/or CFO with completion of the audit.
  • Provides payroll records as requested during the annual financial statement audit.
  • Maintains payroll reports and employee records in a manner that is easy to understand and locate in the event of questions.
  • Maintains a payroll manual, ensuring appropriate documentation is current, complete, tested, and can support continuity of payroll operations during emergencies or other special situations.
  • Coordinates, in conjunction with the Accounting Manager, the implementation of payroll-related upgrades or patches to the accounting system.
  • Maintains confidentiality of financial and payroll data within the agency, especially within the finance team.

Secondary Essential Functions:

  • Serves as the agency representative to all vendors.
  • Serves as resource/consultant to other Board staff regarding accounts payable policies and procedures.
  • New vendor set up: Determines which vendors are 1099, obtains W9’s, and runs sanctions.
  • Manages and tracks purchase orders throughout the various CSB locations
  • Matches and processes invoices against purchase orders, checks for completed documentation and duly authorized charges.
  • Maintains and monitors standing authorization for purchases and/or payments, including rent assistance, utilities, etc.
  • Completes credit applications
  • Prepares sales tax exemption (ST-12) forms.
  • Distributes/mails/sends files for accounts payables payments in a timely manner.
  • Maintains a working knowledge of Agency organizations and expense chart of accounts.
  • Reviews and reconcile all credit card statements including vendor specific and purchasing card accounts.
  • Processes client and third party payer refunds as requested by billing/reimbursement staff.
  • Maintains the filing of invoices, purchase orders, and other accounts payable records in an organized and user-friendly manner.
  • Prepares annual IRS forms, to include 1099 and 1096. Ensure all are mailed timely.
  • Performs fiscal year-end activities, including but not limited to closing PO’s, preparing year end audit schedules and providing supporting documentation.

Other Essential Functions:

  • Assists the Accounting Manager/CFO in other Finance related activities, including but not limited to: bank reconciliations, account reconciliations, journal entries, month-end close, audit requests, third party billing.
  • Is responsible for other duties as assigned, consistent with established Board policy and procedures.
  • Perform special projects as time available.
  • Maintains effective relationships with co-workers and customers based on courtesy, compassion, and respect.
  • Make effective use of available technology, including computers, e-mail, and voice mail in order to enhance customer service.

Required Knowledge, Skills and Abilities:

  • Excellent knowledge of administrative procedures related to payroll, accounts payable, deposits, and accounting principles.
  • Excellent verbal and written communication skills.
  • Exceptional organizational and business management skills, with the ability to meet date-certain deadlines and manage routines with minimal supervision.
  • Liaison abilities, including excellent flexibility and knowledge of various administrative systems.
  • Ability to engage in appropriate independent actions and take appropriate initiative per agency policies, federal/state personnel law, and related regulations.
  • Training and technical assistance skills.
  • Knowledge of and ability to comply with strict confidentiality standards.
  • Ability to balance competing principles in data management.
  • Knowledge of general financial accounting and cost accounting.
  • Understanding of and the ability to adhere to generally accepted accounting principles (GAAP) and GASB reporting standards.
  • Proficiency in Microsoft Office Suite or similar software required. Knowledge of ERP software – preferred but not required.
  • Works independently but coordinate responsibilities and assignments with the work of others as needed; seeks and use supervision appropriately.

Minimum Educational Experience:

Bachelor’s degree in business related field required (Accounting or Finance); at least two years of related experience required OR any equivalent combination of experience or training which provides required knowledge, skills, and abilities.

 Other Information:

Equipment: PC and designated software, adding machine/calculator, copy machine, fax machine, printer, document scanner, and telephone system.

Work Environment: General office environment with normal lighting levels, temperature ranges, air quality, ventilation, and noise levels.

Work Location: 1253 North Main Street Campus, Harrisonburg, VA

Work Hazards: Some hazard associated with repetitive motion necessary for data entry/typing; standard hazards associated with human services environment.

Work Schedule: Monday – Friday between 8am – 5pm; additional hours as needed to perform job requirements.  Regular attendance is required.  This position is required to take at least five consecutive days of leave each year.