Accounting Specialist

Description

General Description

The Accounts Payable Specialist is directly responsible to the Finance Manager and is responsible for a variety of detailed tasks involving the preparation and maintenance of fiscal, accounts payable, and cash receipt records

Duties and Responsibilities

1. Assists in the preparation and maintenance of financial records and reports for designated programs to include budgets, invoices, and financial statements. 

2. Prepares checks and electronic funds transfers to vendors for products/services received and to employees for expense reimbursements.

3. Prepares incoming invoices for on-time payment, ensuring proper documentation is attached and the correct project ID and account number is used.

4. Performs a final review of all purchase approval forms and required documentation upon receipt from the Finance Manager.

5. Enters invoices accurately in Accounts Payable software.

6. Ensures a W-9 is on file for each vendor and prepares 1099’s based on this information.

7. Trains new employees on Accounts Payable process and procedures.

8. Processes agency payroll.

9. Prepares and makes all bank deposits per agency policy, including accurate coding of all deposits into the accounting system. Reconciles outlying cash logs monthly with Main Office cash log. 

10. Reconciles donor database with Program Support Technician.

11. Maintains all agency credit cards and charge accounts. 

12. Completes credit applications for new vendors.

13. Prepares month end journal entries with adequate supporting documentation.

14. Attends program staff meetings as necessary to provide additional training on Accounts Payable issues.

15. Communicates the agency’s financial policies and procedures to staff.

16. Maintains excellent working relationships and lines of communications with vendors and staff regarding the processing of accounts.

17. Tracks non-facility agency leases and contracts ensuring all are current and notifies appropriate program/department staff when action needs to be taken.

18. Maintains an accurate filing system for vendor files and cash receipts

19. Prepares monthly invoices to send to payees.

20. Copies credit card statements for the Board of Directors and Head Start Policy Council meetings. 

21. Separates checks by the program for postage to be allocated properly.

22. Assists in processing in agency in-kind.

23. Submits administrative paperwork in a timely fashion as required, including timesheets and mileage forms.

24. Attends professional development training as needed or required.

25. Handles all information, whether written or verbal, in a confidential and professional manner.

26. Represents NRCA in the community in a professional manner.

27. Personally reports to the Department of Social Services all suspected child, aged or incapacitated adult abuse and neglect as required by law and documents accordingly. The Commonwealth of Virginia mandates the reporting of suspected child abuse and neglect within 24 hours to the local DSS.  Informs supervisor of all reports to Department of Social Services. 

28. Performs all other duties that advance the philosophy and goals of NRCA as deemed necessary by the supervisor.

Requirements

Knowledge, Skills, and Abilities

Thorough knowledge of accounting principles and practices, methods, procedures, and equipment.

Thorough knowledge of spreadsheet and word processing software.

Ability to:

· Perform mathematical computations with speed and accuracy.

· Establish and maintain effective working relationships with vendors and staff.

· Solve problems in the scope of responsibility and seek advice as needed.

· Communicate (orally and in writing) in a professional manner when dealing with employees and agency contacts.

Must maintain regular attendance and satisfactorily perform job duties and responsibilities. Notifies supervisor by 7:30 am if unable to report to work.  

Before employment, the applicant must sign authorizations for NRCA to perform DMV and Criminal Record Checks. These will be used to demonstrate that a satisfactory driving record and no pending or found charges or convictions related to abuse, neglect, or exploitation of children or adults are present. This information can also be used to determine if any other felonies or misdemeanor charges, which would conflict with the mission and philosophy of the agency are present. 

Driving is an essential function. Must possess a valid driver's license and safe driving record. Must be able to drive up to 4 hours per day, but may be required to drive more than 4 hours in a given day. Some night/overnight driving may be required for a night or out of town training or meeting.

If an agency vehicle is unavailable, must have a vehicle with valid inspection and insurance meeting minimum state requirements available for travel within the New River Valley, and in pre-approved cases outside the New River Valley. Mileage reimbursed by NRCA. 

Education and Experience

Associate degree in Accounting and two years’ related experience.

Application Deadline: August 30, 2024, at 5:00 PM or until the position is filled. USDA is an equal opportunity provider, employer, and lender. EEO/AA

NRCA conducts pre-employment criminal background checks, including fingerprints, child abuse and neglect, and driving record. Possession of a valid driver's license and a good driving record is required. Pre-employment drug testing is also required.