Accounting Specialist

Accounting Specialist

Department: Finance

Reports To: Assistant Director of Finance

Supervisory Responsibilities: No

Safety Sensitive: No

Classification: Full Time; Non-Exempt

Job Level: 3

Driving Status: Yes

Work Environment: The position primarily works in an office environment. Occasional travel to interoffice Township sites.

Summary

This position is responsible for performing a variety of accounting, financial, and administrative tasks to support the Finance Department. Key responsibilities include processing accounts payable, handling accounts receivable, assisting with reconciliations, and handling administrative tasks. Strong attention to detail, financial software proficiency, and accounting knowledge are essential for ensuring accurate reporting and compliance.

Essential Functions

• Process payment files for Mastercard/BMO, check, or ACH transactions, compiling invoices, credit memos, and entering A/P transactions while ensuring budget availability.
• Process non-general fund payments, ensuring proper allocation between interfund payables and receivables or pooled cash accounts as applicable.
• Process accounts receivable, including receiving, reviewing, and processing cash, ACH, and credit card receipts; prepare bank deposits through electronic image capture, or in-person branch visits.
• Review invoices prior to entry for compliance and proper coding, collaborating with department directors when discrepancies arise; ensure use of job code to track multi-year projects accurately.
• Approve and enter new A/P vendors into Caselle Connect Accounting System, ensuring that W-9's are completed and recorded accurately.
• Import BMO procurement card transactions into the Accounts Payable Module of Accounting System
• Prepare biweekly summary reporting for the Board of Commissioners.
• Prepare billings for other departments when reimbursements for services are owed, or when employees or retirees are responsible for paying a portion of their benefits.
• Assist Township staff in preparing Purchase Requisitions for capital purchases.
• Assist with downloading, saving, and reconciling program daily receipt reports, investigating cash overages and shortages, and preparing monthly summary reports.
• Assist with budget entry, preparation, and publishing, as well as providing support for audit analysis as needed.
• Assist department staff by issuing sales tax exemption forms for the Township, working with staff to obtain refunds when necessary.
• Assist departments with reconciliation of credit card receipts.
• Assist with preparing bank and general ledger account reconciliations in Excel as identified.
• Assist with daily compiling of key performance indicators in Excel.
• Assist with general administrative tasks including but not limited to photocopying and report preparation, printing, mailing and filing of A/P and A/R documents, directing calls to appropriate township staff, ordering office supplies for Finance Department and Administration staff, sorting mail and packages received at the window, and updating department SOPs as needed.
• Assist with the online storage and archiving of documents using Revver Document Management software.
• Assist with support of postal meter in arranging technical assistance as needed.
• Provide excellent customer service to residents or patrons visiting the Municipal Office in person, via email or phone.
• Handle compliance tasks like 1099 filings and research past A/P activities for budget and audit purposes.
• Use knowledge of A/R to develop expertise in researching items for budget preparation, to assist staff, and for audit preparation.
• Research and close out open Purchase Orders.
• Initiate credit collection process when necessary; file liens with the assistance of the attorney.
• Manage internal office deposits and mail from various Township program locations, requiring frequent travel to Township facilities by use of a township vehicle.
• Enter daily receipts into the Cash Receipting Module of Accounting System
• Work closely with the Planning and Zoning office to effectively administer the escrow deposit program for land and stormwater management development within the Township.

Other Functions

• Assist with office opening and closing, including vault.
• Communicate with entities outside the organization as requested.
• Assists with general office duties as needed.

Physical Requirements

• Able to stand, sit and walk for extended periods of time and intermittently.
• Dexterity is mandatory as this job requires frequent use of hands and fingers.
• Ability to complete keyboard entry for extended periods of time.
• Ability to reach with hands and arms, push items overhead, occasionally stoop, kneel, or crouch.
• Ability to talk, hear, and see.
• Occasional lifting of up to 25 lbs.
• Ability to operate office equipment including computer and periphery equipment, copier, facsimile machine, scanner, money counter.
• Ability to operate a motor vehicle.

Competencies

• Solid understanding of accounts receivable, account payable, payroll, banking, and accounting reconciliation practices and procedures.
• Thorough knowledge with Excel in developing and working with spreadsheets daily.
• Thorough knowledge of office practices and procedures.
• Thorough experience handling cash and credit card processing.
• Thorough knowledge of computer software applications, e.g., spreadsheets, word processing.
• Mathematic skills, ability to perform basic and advanced mathematical calculations.
• Ability to use computer software including databases, spreadsheets, and word processing.
• Ability to post information accurately to record, with the ability to learn intricacies of governmental fund accounting.

Required Education and Experience

Associate's degree in accounting or related field.

3 years of accounting experience.

2 years of experience in Accounts Payable, Accounts Receivable, Payroll, and Collections.

Preferred Education and Experience

Bachelor's degree in accounting or related field.

Understanding of governmental fund accounting.

5 years of accounting experience.

4 years of experience in Accounts Payable, Accounts Receivable, Payroll, and Collections.

Additional Eligibility Requirements

Must possess valid Pennsylvania driver's license.

Disclaimer

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.