Accounting Specialist I

Job Summary

The Accounting Specialist I performs the daily accounting functions relating to the operations of all divisions, departments, and/or associations of the organization. Assignments are carried out in accordance with established policies and procedures. This person relies extensively on experience and judgment to plan and accomplish goals. Duties require confidentiality and the exercise of independent judgment. This person performs a variety of complicated tasks. The person holding this position is responsible for assisting in managing all Accounts Payable and/or Accounts Receivable as well as other daily tasks in conjunction with the Accounting Specialist II.

Essential Duties and Responsibilities

• When handling Accounts Receivable matters:
• Records all receipts by category and line item for all accounts in all divisions of the organization as appropriate.
• Issues credit memos where appropriate.
• Analyzes Accounts Receivable aging report and follows through to collection of the account.
• Prepares direct bank deposits.
• Maintains the Accounts Receivable database for CAN DO, the CAN DO Community Foundation and the Downtown Hazleton Alliance for Progress.
• Takes deposits to the banks for CAN DO, the CAN DO Community Foundation and the Downtown Hazleton Alliance for Progress when necessary.
• When handling Accounts Payable matters:
• Prepares and records all disbursements.
• Sets up invoices in the Accounts Payable Module and the Purchasing Module in Sage Intacct for the proper internal approvals.
• Obtains signatures on checks and other financial documents when required.
• Maintains current vendor database in Sage Intacct for CAN DO, the CAN DO Community Foundation and the Downtown Hazleton Alliance for Progress.
• Maintains New Vendor documentation for CAN DO, the CAN DO Community Foundation and the Downtown Hazleton Alliance for Progress.
• Verifies charges on invoices and takes action to pursue cost savings.
• Maintains the Sage Intacct OCR (Optical Character Recognition) system which includes sending scanned invoices to the Sage Intacct accounts payable email.
• Monthly duties include:
• Prepares monthly reports as required and maintenance of an accurate general ledger for all divisions and entities in Sage Intacct.
• Prepares and enters journal entries in Sage Intacct
• Participates in the monthly finance committee meetings and prepares and distributes the minutes. Initiates the calendar invites and sets up the meeting room on the day of the meeting.
• Provides assistance to non-accounting team members on questions related to Sage Intacct.
• Maintains and verifies the information in the WEX and Nexonia systems for credit card transactions.
• Downloads the monthly credit card statements from Bank of America and WEX.
• Assists in the preparation of the CAN DO annual audit. Works directly with the auditors as required during the annual audit. Works as directed by the Chief Financial Officer.
• Participates in the CAN DO annual budget preparation and the maintenance of the budget in Sage. Uploads the Excel budget into Sage Intacct.
• Maintains the finance files for CAN DO, the CAN DO Community Foundation and the Downtown Hazleton Alliance for Progress. This includes maintenance of Accounts Payable and Accounts Receivable Aging Reports and Monthly Detail Trial Balance Reports.
• In conjunction with the Accounting Specialist II, compiles information for, preparing, and sending out 1096 forms to the IRS and 1099 forms to the contractors for CAN DO, the CAN DO Community Foundation and the Downtown Hazleton Alliance for Progress.
• Maintains up to date files for Certificates of Insurance for subcontractors and tenants as required by our insurance company for CAN DO, the CAN DO Community Foundation and the Downtown Hazleton Alliance for Progress.
• In coordination with the Accounting Specialist II, prepares information that the Accounting Specialist II reports to the Public Utility Commission (PUC). Assists with reports required for both the PUC Regulated Water and the Sewer systems.
• Maintains the purchase order system, updates records and logs.
• Acts as customer/vendor/contractor contact for Accounts Receivable, Accounts Payable, and Tenant Leasing inquiries requiring telephone or written communications.
• Provides the Chief Financial Officer with special reports and other financial information as requested.
• Prepares the monthly utility billing information in the CUSI/UMS systems as per the accepted procedure every other month. Work closely with the utility staff members to ensure accuracy of information. Emails the Utility Invoices to customers. Runs special reports and emails the specified Water/Sewer Authorities

Work Environment

• Office hours: 8:30 a.m. – 5:00 p.m. Extra hours may be required due to business necessity.
• Travel: Minimal
• Working conditions: Normal for an office environment.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to sit, use hands to handle or feel and talk or hear.
• The employee is frequently required to stand; occasionally walk and reach with hands and arms.
• The employee may on occasion stoop or kneel.
• The employee may occasionally lift and/or move up to 50 pounds of older paper documents.
• Employee will be required to maintain regular, punctual attendance.

Number of Direct Reports

This job has no direct reports or supervisory responsibilities.

Qualifications

Education:

• Accounting Degree, or commensurate experience.

Experience:

• Knowledge of accounting, cash management, accounts receivable, accounts payable.
• Prior working experience of two years in an accounting-related function is desired.
• Ability to multi-task and work within deadlines.
• Good communication skills, verbal and written.

Language Ability:

Ability to read, analyze, and interpret general and financial business documents. Must have good verbal and written communication skills.

Math Ability:

Ability to calculate and analyze basic figures and amounts including addition, subtraction, multiplication and division.

Computer Skills:

To perform this job successfully, an individual should have working knowledge of Microsoft Word, Excel, Power Point, and Outlook.