Accounting Specialist

General Statement of Duties:

Maintains the Board’s accounts payable system, and the payee system; also performs other financial, accounting and administrative support tasks related to Representative Payee program, payroll, accounts receivable, and the general ledger.

Distinguishing Features of Work:

This position reports directly to the Accounting Manager or CFO. The incumbent performs accounts payable, accounts receivable, payroll, and accounting related work. This position requires the exercise of a high level of discretion and the application of certain administrative, accounting, and tracking skills. The work requires appropriate independent action, decision-making, posting and record keeping, and interpretation of technical accounts payable, payroll, accounts receivable and accounting procedures.

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

Major Duties and Responsibilities:

Independently performs accounts payable functions for the CSB, Halfway House and representative payee program in accordance with established policies and procedures, including but not limited to the following:

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

Process weekly payee disbursements against payee budgets, checks for completed documentation and duly authorized charge

Monitors documentation of receipt of goods

Maintains and monitors standing authorizations for purchases and/or payments, including rent assistance, utilities, etc

Reviews/Assigns subaccount and general ledger expense coding

Maintains CSB, payee and Halfway House master vendor lists

Requests for W-9 forms from new vendors and run sanctions

Cross checks any new vendor with the excluded parties list

Completes credit applications

Prepares sales tax exemption (ST-12) forms.

Ensure timely and singular processing of accounts payable vouchers and payment for goods and services received by check, ach and direct deposit payments to vendors

Distributes/mails accounts payable and payee checks in a timely manner.

Upload payment files to financial institution

Maintains a working knowledge of Agency organization codes and chart of accounts.

Reviews and reconcile all 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 / representative payee records in an organized and user-friendly manner.

Ensure all documents are scanned

Handles all telephone inquiries from vendors/others in regard to payments, invoices, etc.

Serves as the Agency representative to all vendors

Serves as resource/consultant to other Board staff regarding accounts payable policies and procedures

As needed, interacts with other staff to resolve and/or answer questions about accounts payable activities

Prepares Annual IRS Forms

Determines which vendors are to receive 1099’s and which do not

Verifies vendor totals in Software

Runs the 1099 process in Software and prints forms

Prepares Form 1096 summary

Ensures all forms are mailed to vendors and the IRS within the required deadlines

Performs fiscal year-end activities, including but not limited to:

Monitoring purchase orders and invoices received at year end for proper fiscal year

recording

Prepares required schedules for year-end audit and provides any required supporting

documentation

Attend seminars and workshops related to the above areas of responsibility

Expands own knowledge by such means as academic study, independent study, and other staff development activities

Make effective use of available technology, including computers, e-mail, and voice mail in order to enhance customer service

Maintains effective relationships with co-workers and customers based on courtesy, compassion, and respect;

Responsible for other duties as assigned, consistent with established operational policies, procedures, and practices;

Additional Responsibilities

Receipts of A/R through software for third-party billing

Daily posting of deposit by general journal entries

Weekly remote deposit capture of checks

Weekly cash box reconciliation

General ledger journal entry posting

Payroll backup

Required Knowledge, Skills and Abilities:

Thorough knowledge of accounting, accounts payable, payroll, and accounts receivable procedures; technical knowledge of computer operations in data entry, word processing, and spreadsheets; good organizational skills; ability to make appropriate independent decisions and take related action based on knowledge of Board policies, procedures and practices; ability to manage assigned routine with minimal supervision; ability to coordinate responsibilities with the work of others; excellent communication skills, including speaking, writing and the ability to interact effectively with the public; excellent interpersonal skills; good judgment, tact and courtesy; efficiency; dependability.

Minimum Education and Experience:

Associates degree, plus four years of progressively responsible experience in bookkeeping, accounts payable systems, reimbursement and accounting; OR any equivalent combination of experience or training that provides required knowledge, skills and abilities.

Other Information:

Equipment: Copy machine, PC, designated software, adding machine, fax machine, telephone system.

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

Work Location: 1241 North Main Street, Harrisonburg.

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

Work Schedule: Monday through Friday, regular office hours; some evening hours as scheduled; additional hours as needed to fulfil job requirements. Regular and reliable attendance is required.