POSITION SUMMARY:

The Staff Accountant assists with Accounts Payable and Payroll functions of the Finance Department. These includes assisting with: Processing vendor invoices and payments for the entire agency in a timely manner, responding to vendor inquiries, and assisting staff with invoice coding. This position would assist with processing bi-weekly payroll and troubleshooting with Payroll Processing Platform vendor to resolve payroll issues.

The On-Call Staff Accountant is responsible for all journal entries that pertains to the work they have completed,related to accounts payable, payroll and health benefits and works closely with the rest of the Finance team to ensure a timely monthly financial close. This On-Call role provides assistance with the annual financial audit and is relied upon by Project Open Hand to be an integral member of our agency who is engaged with members of all departments.

QUALIFICATIONS REQUIRED:

• College degree in applicable field

• Thorough working knowledge of Excel

• Excellent professional references

• Experience with Payroll Processing Platforms, ADP Workforce Now, or similar, preferred

QUALIFICATIONS DESIRED:

• Experience with MIP Fund Accounting

• Experience with ADP Workforce Now products, or similar, preferred

• Certified Payroll Professional with the American Payroll Association

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Accounts Payable

• Monitors email addressesap@openhand.organdfinance@openhand.orgfor invoices from vendors and forwards to appropriate staff for coding and approval
• Distributes invoices received by mail to appropriate staff for coding and approval
• Reviews and enters all coded and approved invoices, check requests, and employee reimbursements into MIP AP module
• Works with staff to resolve invoice coding errors
• Prepares weekly Accounts Payable check run and distributes to Finance team for approval from GL Accounting Analyst and VP, Finance and Information Technology
• Processes, routes for signature and mails/distributes weekly Accounts Payable check run; uploads Accounts Payable check data into bank’s fraud security portal
• Maintains vendor open and paid AP invoices files
• Works with Purchasing department to keep payables accurate and current
• Works with vendors to keep accounts accurate and current
• Prepares annual vendor 1099s
• Assists auditors with all requests relating to duties in Accounts Payable

Payroll

• Enters various employee changes into Payroll Processing Platform that are specific to Time and Attendance, department allocations as specified in Employee Arrival form

• Assists employees, managers and directors with information regarding payroll
• Reviews payroll for timecard completion errors and general accuracy. Checks for payroll changes communicated and made by Human Resources
• Processes manual payroll checks under the instructions from Human Resources and/or managers, which include final payroll checks, vacation disbursements, bonuses, payroll corrections and benefit-related reimbursements. Maintains supporting documentation in electronic file for Human Resources related manual checks. Routes live check for signatures
• Works with Human Resources to facilitate special payrolls done outside of the normal payroll cycle
• Inputs, reconciles and transmits bi-weekly payroll hours and earnings data to ADP and uploads payroll check data into bank’s fraud security portal
• Prepares payroll entries
• Creates, modifies and maintains time and attendance and policies in collaboration with Human Resources
• Maintains payroll processing management reports
• Reconciles and distributes employee’s annual W-2 reports
• Assists auditors with all requests relating to duties in Payroll

Additional Duties

• Deposits Accounts Receivable checks, donation checks and other checks, and assists in entering payments into Sage 100 Fund Accounting AR module
• Prepares entries related to retirement contributions and is responsible for entering and transmitting ACH payments for retirement contributions and employer match into the VALIC portal
• Prepares and reconciles annual retirement census report in ADP, with the assistance of Manager, Finance, as needed for annual audit
• Prepares entries related to health benefits
• Prepares entries related to credit card expenditures
• Submits quarterly reports to Bureau of Labor Statistics
• Prepares quarterly Sales Tax report and submits to Franchise Tax Board (check)
• Other duties as assigned

JOB COMPETENCIES/SUCCESS FACTORS:

• Team player: Demonstrates cooperative spirit, respects professional boundaries and is successful at sharing responsibilities with others
• Self-led: Knows and completes responsibilities in assigned timelines, asks for clarifications when needed
• Sensitive to the circumstances and needs of the critically ill and seniors, as well as people with mental health and substance abuse issues
• Customer oriented: Works well with all customers (internal staff and external contacts), promotes a positive image of the agency and works diligently to resolve customer issues
• Poised: able to maintain a calm, positive and constructive attitude during interactions with diverse populations, sometimes in challenging situations
• Ethical: Honest, accountable, maintains confidentiality
• Decisive: Thoughtful when considering options, seeks input from others, makes difficult decisions when necessary
• Knowledgeable: Understands facets of job, keeps job knowledge current
• Well organized: Information organized and accessible, maintains efficient work space, manages time well
• Strong communicator: excellent verbal and written communication skills
• Technical savvy: Skilled with computers, proficient with function appropriate technology, learns quickly, uses technology to enhance job performance with the interest and ability to learn new technology

• Leadership I: Completes all assigned tasks in a timely manner and is able to identify projects or work needed for future completion. Anticipates needs before they are assigned. Recognizes themselves as a departmental or function representative

• Detail oriented: Meticulous and thorough when entering, reviewing and providing information

  PHYSICAL DEMANDS AND WORK ENVIRONMENT: 

  The physical demands and work environment characteristics 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.

  Physical demands: While performing duties of job, incumbent is occasionally required to stand; walk; sit for long periods of times; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; talk and hear. Employee must occasionally lift and/or move up to 40 pounds unassisted. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus

  Work environment: The noise level in the work environment varies from quiet to loud. The temperature in the work environment will range from cold to warm

  Approval/revision date: 4/17/2024