Accounting Assistant

Salary: $21.00/hour

PRIMARY RESPONSIBILITY:

Responsible for processing all Accounts Receivable (A/R) and Accounts Payable (A/P) functions for the agency and its subsidiaries, ensuring accurate and timely processing of transactions while maintaining compliance with agency policies, contractual and legal requirements, CARF standards, and Generally Accepted Accounting Principles (GAAP).

ESSENTIAL JOB FUNCTIONS A/R:

• Prepare all agency accounts receivable invoices and statements for all divisions; ensure all sales have been appropriately invoiced per agency fee schedules, contracts, grants, purchase orders, etc.
• Monitor purchase orders, bills of lading and prices to ensure proper invoices of manufacturing related sales.
• Prepare and analyze monthly Accounts Receivable (A/R) aging reports; review findings with the Controller; identify critical issues; follow up with customers on outstanding balances; evaluate accounts for potential write-off; prepare documentation for collection proceedings; and maintain security deposits spreadsheet, payment plans, and demand letters to support effective and timely collections.
• Reconcile A/R aging reports to general ledger trial balance for all entities.
• Maintain the accounting software A/R package including customer codes, job codes, contacts, pricing, and any other pertinent data.
• Responsible for the posting to the G/L of all A/R-related business transactions, i.e., accounts receivable, cash receipts and sales journal.
• Prepare and make deposits for all entities checking accounts.
• Maintains incoming MRS service authorizations and summarizes data by tracking revenues, units authorized vs. actual units billed, by program, for Accounting Department and Program Managers.
• Maintain the agency?s rental, maintenance and leasing of equipment, i.e., postage machines, and copiers.
• Monitoring Marketplace vendor leases and updating rent roll spreadsheet.

ESSENTIAL JOB FUNCTIONS A/P:

• On a daily basis, review, prepare, post and issue checks for agency accounts payable business transactions, using established agency policies and procedures regarding support documentation, allocating costs, and proper audit trails.
• Monitor purchase orders, packing slips and prices to ensure proper purchasing procedures.
• Monitor amount due in each account and assure proper payment schedules.
• Continually monitor account?s status, past-due accounts, and follow-up when necessary and report any problems or any noted concerns to the Controller.
• Void outstanding checks via A/P and credit accounts that are affected by void.
• Generate monthly A/P aging report with Controller; identify any critical issues and follow-up with vendors.
• Reconcile A/P aging reports to general ledger trial balance for all entities.
• Maintain, generate, and distribute supplemental Excel reports assigned to assist other agency departments, such as: Freight Reports, Vehicle Costs Allocation, CLS Activity-Budget vs. Actual, and any other various analysis as needed or requested by Controller.
• Coordinate and track agency fixed assets and non-capital equipment by recording applicable purchases in the Fixed Asset system. Assign and affix asset tags to items across various cost centers, ensuring accurate identification and tracking. Maintain supporting documentation by attaching all purchase-related records to the asset in the accounting software.
• Perform random audit of various support services and WIOA Youth incentives as selected by the Controller to monitor proper audit trails, support documentation, and GLBMWA/GSTMWA standards.

MARGINAL JOB FUNCTIONS:

• Assist with administrative functions in the absence of regular staff: such as answering phones, greeting guests, reviewing cash log spreadsheet against deposit slips.
• If received, review any ?Disposal of Fixed Asset/Capital Outlay Inventory Forms?, obtain any missing information; turn such forms into Controller for approval signature and filing.
• Scan and maintain electronic files for accounts payable/accounts receivable within accounting software.
• Assist with audits, i.e., produce, copy support documentation.
• Responsible for any duties assigned by the Controller.

QUALIFICATIONS:

• Associate?s degree in accounting or a related field from an accredited college.
• Substitution for education ? five (5) years? experience in related field with a working knowledge of accounts payable, accounts receivable and the recording of financial transactions.
• Detail-oriented and strong organizational skills.
• The ability to prioritize and multitask and be a strong communicator both on paper and over the phone.