Title: Accounting Specialist Reports To: Senior Vice President of Accounting Department/Division: Finance/Accounting FLSA Status: Non-Exempt Position Summary The purpose of this position is to assist in processing the following: payments to vendors, for credit card purchases, as well as deposit and key all payments received by the agency. This is accomplished by reviewing, entering and posting invoices, processing and mailing checks, splitting paid charges, verifying that non-incorporated vendors are set up for 1099’s, and coding, entering and posting cash receipts. Responsibilities include, but are not limited to, the following: Responsibilities Assist with opening daily mail and stamps with date received. Verifies vendor number, purchase order number, property, quantity, price and general ledger account number from the related purchase order. Verifies that purchase order has been received by staff and the date received. Insures that payments to vendors are timely to take advantage of discounts.
Enters and posts invoices into the financial accounting system. Splits paid charges out to the site level. Ensures that all invoices balance to the batch total in the computer system and files.
Contacts vendors and/or staff to clarify information, requests information or alerts them of problems such as price variance or quantity discrepancy. Researches any past due invoices and/or statements.
Processes purchasing card transactions for all employees. Verifies that the receipts match statement, ensures that there is a purchase order for each item listed on the statement and that procurement requirements are followed. Contacts staff to clarify and/or request information. Enters all statements into the computer system.
Assists in maintaining vendor information, verifies that non-incorporated vendors are set up for 1099’s and verifies vendor addresses. Verifies amount to be reported on 1099’s, prints and mails 1099’s to vendors; sends 1096 form to IRS by deadline.
Selects invoices to be paid, prints, folds, mails checks and direct deposit notices. Sends positive pay check information to the bank; and sends electronic payment files to the bank.
Stops payment, voids and reissues lost or incorrect payments. Researches checks information in the bank software. Checks the bank daily for any fraudulent checks.
Assists in calculating accrued sales tax on tangible goods that have not been taxed. Runs sales and use tax general ledgers for the month. Completes Sales and Use tax form for North Carolina. If money is owed, processes a check to submit with the form and submits before deadline.
Allocates payments for monthly financial reports. Creates Excel worksheets including properties, amounts, general ledger numbers, dates and notes to allocate charges to individuals or to properties. Verifies that the correct properties are being charged. Submits the files to Accounts Receivable to be uploaded in the computer system. Files the invoices.
Contacts vendors to request refunds, and/or removal of late fees. Verifies conformations for vendor attorney letters.
Makes corrections and adjustments through journal entries.
Ensures that business reply mail is being charged to the correct department, prepares daily Excel spreadsheet that details mail.
Ensures file room is maintained neatly.
Pulls files for staff inquiries.
Uploads daily payment file from MoneyGram into the Agency software.
Creates and submits a validation file to MoneyGram for tenant payments.
Prepares miscellaneous deposits and scans to the bank for deposit.
Keys internal ACH deposits from advice received from accounts payable.
Keys HUD draws from other employees as received into the Agency software.
Prepares monthly payment letters to residents, makes copies/scans and returns incorrect or unaccepted payments to residents.
Performs other duties as assigned.
Education and Experience Two-year associate degree from an accredited college or university or graduate of a licensed business college with five years of progressively responsible experience in bookkeeping, accounting, finance, or closely related field or an equivalent combination of education and experience.
Knowledge and Skills Good knowledge of GAAP, basic bookkeeping principles, recordkeeping procedures, budgeting, cost allocation, auditing, and financial reporting.
Ability to perform a job independently upon receiving general instructions.
Ability to read papers, periodicals, journals, manuals, dictionaries, thesauruses and encyclopedias which may include those designated and available on the internet.
Intermediate mathematical ability for working with real numbers, fractions, percentages, ratios/proportions and measurements.
Must be knowledgeable in State of North Carolina’s requirements regarding Sales and Use Tax, 1099 IRS rules and general accounting principles
Intermediate writing skills necessary for report writing, business letters, expositions and summaries with proper format, punctuation, spelling and grammar, using all parts of speech.
Considerable skills in operating appropriate Agency computer equipment, applicable software such as Microsoft Outlook, Excel and Word and general office machines including 10-Key calculator.
Ability to deal effectively with sensitive and confidential information.
Ability to establish and maintain effective, professional and tactful working relationships with co-workers and persons outside the Agency.
Supervision Controls The employee receives instructions from the Senior Vice President of Accounting. Courses of action, deadlines and priorities are established by policy, procedure, rules or regulations, depending upon the assignment. Routine duties are initiated by the employee without direct supervision. The employee has no supervisory duties. Guidelines Guidelines followed by the Accounting Specialist include published laws, regulations, handbooks, financial and accounting standards established through nationally recognized accounting standards boards. If guidelines do not cover a situation, the employee consults the supervisor. Sound judgment, consistency, and accuracy are needed to successfully perform duties. Complexity The employee performs a variety of routine and generally related tasks. The course of action is determined by established procedure, the supervisor, or the employee. Tasks have to be coordinated, integrated, and/or prioritized to be accomplished within set deadlines. Routine work is relatively structured, and problems may require consultation with the supervisor. Scope and Effect The employee's work affects the Authority’s credit standing and budget. Successful accomplishment of tasks by the employee can enhance the Authority's ability to provide housing that is decent, safe, and sanitary, and to render adequate services for its residents. Personal Contacts The employee has contact with co-workers, residents, vendors and business firms. Personal contacts serve multiple purposes including: giving or gaining information and resolving problems. Physical Requirements Must be able to simultaneously sit and/or stand for up to eight hours at a time while preforming work duties.
Work is principally sedentary, but may involve some physical exertion, such as kneeling, crouching, or lifting to obtain files and records, and eyestrain from working with computers and other office equipment
Must be able to bend, stoop, push, and pull in the performance of office-related duties
Must be able to use fingers bilaterally and unilaterally to operate office equipment
Must have vision and hearing corrected to be able to perform essential job functions
Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress
Must be able to maintain punctuality and attendance as scheduled
An employee may request a reasonable accommodation to mitigate any of the physical requirements listed above.
Work Environment Work involves the normal risks or discomfort associated with an office environment and is usually in an area that is adequately cooled, heated, lighted and ventilated. Other Requirements Must possess a valid State of North Carolina or South Carolina driver’s license and regularly participate in continuous improvement and education. Must work with the highest degree of confidentiality.
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