Title: Accounting Specialist Department: Finance Reports to: Controller FLSA Status: Full-time, Exempt Job Summary: Accounting Specialist is responsible for the processing of daily and weekly accounts payable and purchase order documents, bi-weekly payroll and monthly grant/fund billing, keeping accurate accounting records, and reconciling the monthly account analysis. The employee is responsible for developing, maintaining, and updating the records with minimal supervision and direction. The position is also responsible for working with the Controller and CFO to verify accuracies of general ledger, accounting recording and files.
Essential Duties and Responsibilities:
Receives mail, purchase orders, invoices, and reimbursement requests
Ensure invoices have the correct program coding/allocations, vouchered, and posted in the prospective month in the accounting system
Ensure expenditures are allocable and allowable per grant requirements
Enter invoices into the financial system daily and submit Journal Entries with supporting documentation to the Controller for review and approval
Reconcile credit card statements
Maintain approved vendor list and precise records of all vendor payments and reconciliations
Manage all vendor inquiries/phone calls, answer questions from managers, employees, interns, contractors, ect
Maintain/manage check register and voided check register
Process vendor invoices via checks, credit card and/or ACH weekly, per VVSD policy and procedures manual
Maintain all files related to accounts payable
Process annual 1099s
Ensure all AP files are compliant with audit requirements and VVSD Finance Procurement & Cost Policy and Procedures
Verify and process payroll
Payroll bank reconciliation
Determine and create master salary allocation, spreadsheet, and entry
Oversee payroll department functions
Month end review of all financial statements prior to grant/fund billing
Assist Controller/CFO with generating Budgets for various grants
Assist Controller/CFO with annual Fiscal and Federal audits