POSITION OVERVIEW:

The Accounting Specialist I provides support to the Business Administrator and human resource departments of Family Outreach. This position is responsible for processing and maintaining travel reimbursement, payroll, and performance of basic accounting reconciliation. This position maintains confidential employment files to ensure compliance with company policies, state contracts, and applicable laws and regulations. This position provides support to Human Resource and Accounting staff. This position reports to the Business Administrator.

ESSENTIAL DUTIES & RESPONSIBILITIES:

GENERAL DUTIES

Human Resources

• Assists Human Resource Department with new employee onboarding for payroll, benefits and fiscal policies and procedures.
• Assist Human Resource Department to ensure timely and accurate completion of all new hire reporting requirements and verifications including but not limited to; I-9, W-4, New Hire Reporting Form, LEIE initial and monthly checks, etc.
• Safeguards and maintains medical and other protected information, such as Workers Compensation, and ensures it is kept separate from employment information.

Accounting

• Reviews timesheets, checking for discrepancies prior to submitting payroll.
• Process all payroll to provide accurate and timely employee compensation in compliance with agency policy and state and federal laws.
• Process, adjust and print payroll data for workers compensation coding and late payroll adjustments, payroll checks and related documentation to include deposits and distribution of check stubs.
• Receives, reviews and process Staff Travel Reimbursements.
• Receives, reviews and process all MSR and other reimbursements.
• Receive and verify invoices, contact vendors or staff to correct any errors or discrepancies.
• Process payables by determining funding sources, coding payments into Abila and generate payments.
• Review and reconcile reports and correct any errors pertaining to payables.
• File and maintain all accounts payable and payroll information and documentation. Maintain records retention per agency guidelines.
• Assist Business Administrator and/or Accountant with audit compliance and reporting.

General Office

• Attends office and staff meetings, and other meetings, as requested.
• Assists with department-wide filing; maintains an organized filing system of forms and other paperwork as well as electronic documents for current and archived records.
• Answers phones and routes to appropriate personnel, determines appropriate responses to urgent situations until appropriate management staff can be contacted.

ADDITIONAL DUTIES:

Perform a variety of other professional and administrative work as assigned by the Business Administrator. This includes coordinating special projects and events, attending training and continuing education, and providing backup and coverage to other business office staff.

KNOWLEDGE, SKILLS, AND ABILITIES

• Basic knowledge of the principles and practices of human resource management.
• Knowledge of business administration.
• Knowledge of accounts payable/accounts receivable/payroll.
• Knowledge of agency personnel policy.
• Knowledge of related employment and wage/hour laws and regulations.
• Knowledge in the operation of general office equipment.
• Skills in communication and public relations.
• Ability to research and assess training needs.
• Ability to project a positive image of the agency.
• Ability to communicate effectively verbally and in writing.
• Ability to pay close attention to detail to processing forms and organizing and prioritizing work.
• Ability to complete work assignments without continual direction.

MINIMUM QUALIFICATIONS:

• The necessary Knowledge, Skills and Abilities are typically acquired through a combination of education and experience equivalent to an associate degree in Business, Human Resources, Accounting, or related field.
• Three (3) years accounting, or related experience. Other combinations of education and experience will be considered on an individual basis.
• Proficient in Microsoft Word, Excel, and PowerPoint. MIP/Abila Accounting Software a plus.
• Valid Montana drivers license or ability to obtain in one month of hire; and must have access to reliable vehicle.
• Successfully complete a background check.

Family Outreach may conduct annual reviews of employees driving records and criminal background checks. All staff is required to report any changes in the status of either of these areas. *Failure to do so could result in disciplinary action up to and including termination of your employment. These incidents are to be reported through your chain of command.

PREFFERED QUALIFICATIONS:

• Excellent communication skills, provides timely and concise information to others verbally, nonverbally and in writing and helps others communicate effectively.
• Ability and willingness to align behavior with the values of the organization.

REPORTING REQUIREMENTS:

The position is supervised by the Business Administrator. Work is performed according to Policies and Procedures established by the Family Outreach Board of Directors.

INDEPENCE OF ACTION:

This is a non-supervisory position. The position provides oversight, consultation of Family Outreach employees. The position is also responsible for coordinating with other Family Outreach offices and the Business Office to reduce duplication of effort and ensure consistency. he positions involves contact with program staff and managers. The position requires skill in communicating effectively both verbally and in writing. Work is performed according to Policies and Procedures established by the Family Outreach Board of Directors and under the supervision of the Business Office Manager.

CONFIDENTIALITY:

The position requires handling non-public confidential information. The person in the position acknowledges the confidential nature of non-public information regarding Family Outreach employees and clients. Consistent with applicable policy and guidelines, this position will respect and safeguard the privacy and confidential nature of information in accordance with Montana state law, without limiting the general nature of this commitment. The person in the position hereby acknowledges and understands that in this context, confidential information is considered all non-public information that can be personally associated with an individual and will not disseminate any such information.

WORKING CONDITIONS:

Work is performed in a normal office environment. The position may involve overtime and weekend work during peak workloads. The position involves physical demands associated with travel by auto, working on a computer, communicating over the phone and in person, and filing.

APPROVAL AND DATE:

JOB DESCRIPTION ACKNOWLEDGEMENT

I HAVE REVIEWED THE POSITION PROFILE FOR ACCOUNTING SPECIALIST I AND I ACKNOWLEDGE THAT I KNOW AND UNDERSTAND MY DUTIES AND RESPONSIBILITIES AS AN EMPLOYEE OF FAMILY OUTREACH INC.