Accounting Support Specialist

The Accounting Support Specialist is a key member of the administrative team who supports the day-to-day accounting operations of KA and oversees general management of the administrative property. This part-time role is responsible for processing financial transactions, maintaining accurate records, assisting with financial reporting, monitoring facility upkeep, and managing tenant and vendor relationships. The Accounting Support Specialist works closely with the Director of Accounting and other administrative staff to ensure timely and accurate financial data entry, vendor payments, payroll support, and facility upkeep. This role is part-time, 20-25 hours/week.

KEY RESPONSIBILITIES AND TASKS (ESSENTIAL FUNCTIONS)

Accounting Assistance

• Assist with daily accounting transactions, including accounts payable, accounts receivable, and payroll support.
• Enter and reconcile financial data in accounting systems.
• Post journal entries and reconcile accounts.
• Prepare and process vendor invoices and employee reimbursements.
• Maintain organized and accurate financial records and documentation.
• Support month-end and year-end closing processes.
• Assist with bank reconciliations and cash management tasks.
• Communicate with vendors and internal staff regarding payment status and documentation.
• Help ensure compliance with internal financial policies and procedures.
• Assist with audits and other financial reviews as needed.
  
  

Property Management & Tenant Relations

• Monitor the condition of office facilities to ensure a safe, clean, and functional work environment.
• Schedule and oversee routine inspections and maintenance of office facilities and grounds (e.g., lawn care, snow removal, HVAC, fire safety, window cleaning, etc.).
• Identify maintenance needs and coordinate timely repairs to minimize disruption to operations.
• Source, evaluate, and manage relationships with external vendors and service providers.
• In coordination with the Director of Accounting, obtain approval for quotes and negotiate contracts.
• Ensure vendor compliance with service agreements and escalate non-compliance to the Director of Accounting as needed.
• Maintain records of maintenance activities, vendor contacts, and service schedules.
• Respond promptly to facility-related issues and emergencies, coordinating appropriate solutions.
• For other building tenants:

o   Serve as the primary point of contact for tenants regarding leases, collection of rent, and other facility-related concerns/requests.

o   Invoice tenants for the proportionate share of utilities/maintenance and maintain a ledger of invoice and rent payments.

o   Foster positive tenant relationships through proactive communication and responsive service.

o   Communicate clearly and professionally with tenants to address issues and provide updates on maintenance activities.

o   Coordinate access for vendors and contractors while minimizing impact on tenant operations.

o   Track and follow up on tenant service requests to ensure timely resolution and satisfaction.

Additional Duties  

o   Other duties and projects assigned by the Director of Accounting or Chief Operating Officer.

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

EDUCATION, EXPERIENCE, SKILLS, AND KNOWLEDGE

Education and Experience

·         Associate’s degree in accounting, finance, or related field required; bachelor’s degree preferred.

·         1–3 years of experience in an accounting or bookkeeping role; experience in a healthcare or medical office setting preferred.

Skills, Knowledge, and Other Competencies

·         Demonstrated ability to:

o   Self-direct work, as well as organize and prioritize work with strong attention to detail.

o   Manage projects and proactively manage tasks and issues. 

o   Exercise good judgment and maintain confidentiality at all times. 

o   Work in a fast-paced environment. 

o   Multitask with various interruptions and meet important deadlines.

o   Maintain a positive attitude even in the face of challenges. 

o   Work independently and as part of a team.

o   Perform to company standards of compliance with policies and procedures. 

·         Strong:

o   Understanding of accounting principles and financial processes.

o   Proficiency in accounting software and Microsoft Office Suite (especially Excel).

o   Interpersonal skills with a comfort level for interacting at all levels of the organization.

o   Written & verbal communication skills.

o   Customer service orientation.

o   Ability to learn and adapt to new systems and procedures.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

·         Operate a computer and other modern office machinery.

·         Must be able to remain in a stationary position for the majority of the time.

·         The person in this position frequently communicates with team members who have questions and must be able to exchange accurate information in these situations.

·         The noise level in the work environment is usually moderate.