Accounting Specialist

JOB DESCRIPTION

JOB TITLE: Accounting Specialist

EMPLOYER: A Child’s Place, PA

DEPARTMENT: Administration - Finance

REPORTS TO: Chief Administrative Officer

EFFECTIVE DATE: 9/3/2025

SUMMARY: Performs a wide range of accounting, billing, analytical, clerical, and administrative duties to support the organization. Compiles, prepares and verifies data for use in maintaining accounting records. Processes documents related to expenses, accounts payable, accounts receivable, grants management, and insurance billing.

DUTIES AND RESPONSIBILITIES:

Billing & Accounts Receivable

• Records fiscal transactions, balancing and reconciling accounts; verifies information and maintains accounts receivable reports including but not limited to monthly income, open invoices, and aging reports.
• Balances accounting within QuickBooks; matches and defines discrepancies between payments and amounts billed in the system.
• Prepares grant funding invoices on a monthly basis.
• Completes medical insurance billing on a daily basis; monitors and follows-up on outstanding claims every 14 days.
• Receives checks, prepares deposits, and deposits checks daily.
• Balances deposits on bank statements; verifies remittances against business
• Accounts and matches banking information within the QuickBooks accounting system.
• Updates phone numbers and addresses, and keep payers up to date.

Accounts Payable

• Receives and reviews purchase orders, check requests, and/or other related documentation for completeness and compliance with financial policies, procedures, and contractual requirements.
• Verifies and prepares checks for mailing.
• Receives credit card receipts and reconciles against corporate credit cards on a monthly basis.
• Ensures timely and accurate processing of accounts payable; receives, verifies, and posts accounts payable invoices into accounting system.
• Logs, posts, and balances petty cash and gift cards.
• Reviews, audits, and processes employee expense reimbursements; verifies accuracy of expenses and adherence to company policies.

Projects, Customer Service & Other Support

• Assists with month-end close and runs monthly reports as required.
• Ensures all grants and programs are billed in accordance with the funding terms.
• Researches payable and receivable problems; interact with vendors and other appropriate staff to reconcile account statement discrepancies.
• Maintain asset inventory.
• Maintains accounting department files and records.
• Assists with preparation of 1099s as needed.
• Performs general clerical duties including but not limited to filing, photocopying, faxing, typing, and mailing.
• Assists with special accounting projects as needed.
• Performs other related duties as assigned by management.

QUALIFICATIONS:

• Bachelor's Degree in Accounting, Finance, or Business Management; Master’s preferred.
• Minimum 5 years of related work experience.
• Must be proficient with QuickBooks and Microsoft Excel.
• Strong math skills and acute attention to detail.
• Self-directed with strong organizational skills.
• Commitment to excellence and high standards.
• Excellent written and verbal communication skills.
• Ability to understand and follow written and verbal instructions.
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
• Demonstrated ability to calculate figures and amounts.
• Accurately keystroke a minimum of 50 wpm.

COMPETENCIES:

• Analytical--Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.
• Problem Solving--Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Business Acumen--Understands business implications of decisions; Displays orientation to profitability; Demonstrates knowledge of market and competition; Aligns work with strategic goals.
• Ethics--Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
• Judgment--Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
• Planning/Organizing--Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
• Quality--Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• Frequently required to stand
• Occasionally required to walk
• Frequently required to sit
• Continually required to utilize hand and finger dexterity
• Occasionally required to climb, balance, bend, stoop, kneel or crawl
• Frequently required to talk or hear
• Continually utilize visual acuity to read technical information, and/or use a keyboard
• Occasionally required to lift/push/carry items less up to 25 pounds

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Type: Full-time

Expected hours: 37.5 per week

Benefits:

• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person