Accounting Specialist I

Job Summary: 

The Accounting Specialist I is responsible for the timely processing of purchases, entering bills, and paying bills. They apply accounting principles and handle work that is analytical, evaluative, and advisory in nature, which requires an understanding of both accounting theory and practice. The high volume of data entry requires attention to detail. This role requires effective communication and interaction with clients, employees, and vendors. The role is held to all industry-specific policies and regulations, including HIPAA, state licensing requirements, etc.

 Supervisory Responsibility: None

 Essential Job Functions Include: 

Accounts Payable (AP) 

• Process vendor invoices and post business transactions, ensuring proper program coding and fund allocation.
  • Verify financial data for use in maintaining Accounts Receivable records.
  • Review and process all invoices for appropriate documentation. 
  • Track contract and service agreements to ensure compliance with terms and conditions.
  • Process and issue payments through checks, ACH, and wire transfers in accordance with internal controls.
  • Process invoices submitted through purchase orders.
  • Print checks and mail checks.
  • Obtain signatures for checks and distribute checks accordingly.
  • Reconcile credit card statements.
  • Enter 1099 information in the accounting software.
  • Respond to and investigate vendor inquiries. 
  • Reconcile vendor statements, research, and correct discrepancies. 

Accounts Receivable (AR) & Donations

• Record incoming donations, grants, and program revenue.
• Generate invoices for fee-for-service programs or reimbursable grants.
• Track pledged donations and follow up as needed.
• Reconcile donation and revenue records with CRM or donor management systems.

Grant and Fund Accounting

• Allocate expenses to the correct grants, programs, or restricted funds.
• Monitor grant budgets and spending to ensure compliance with funder restrictions.
• Assist in preparing financial reports required by funders.
• Track grant receivables and report on fund balances.

Administrative & System Support

• Maintain files and documentation thoroughly and accurately, in accordance with company policy and accepted accounting practices.
• Prepare reports for management. 
• Process and pay employee reimbursements and mileage.
• Provide clerical support necessary to pay obligations of the organization.
• Protect business against unintentional overpayment.
• Contribute to team effort by accomplishing related tasks to achieve results, as needed. 
• Complete special project assignments upon request of CAO.

 Qualifications - Knowledge/Skills/Abilities: 

• Ability to learn new methods and adopt them.
• Skilled in documentation, problem-solving, and data analysis.
• Knowledge of Accounts Payable process and financial chart of accounts. 
• Ability to communicate effectively, both verbally and in writing. 
• Ability to interact with employees, consumers, and vendors in a professional manner. 
• Ability to perform mathematical computations such as percentages, fractions, addition, subtraction, multiplication, and division quickly and accurately. 
• Ability to understand and operate computer systems.
• Knowledgeable of HIPAA regulations.
• Critical thinking skills such as the ability to analyze, interpret, and evaluate data.

• Strong problem-solving skills where patterns can be identified that point to areas for improvement.

 Work Environment: 

•  The work environment is consistent with a typical office setting. 
• Standard office setting with the job requiring long periods of sitting in front of a computer. 
• May occasionally experience moderate noise levels.

Physical Demands: This role requires sitting, standing, walking, lifting, carrying, reaching, pushing, pulling, repetitious computer and phone use, and talking to people. Lifting requirements of 50 lbs. on occasion. 

Travel: Less than 10% of local travel expected for this position.

Required Education and Experience: 

• Minimum level of education required – High School Diploma, GED, or equivalent.
• Minimum years of experience – Two years of accounting experience, an accounting certificate from a trade school, or an associate’s degree.
• Proficiency in Microsoft Office Suite required.

Preferred Education and Experience: 

• Associate’s degree or higher level of education is a plus.
• Preferred knowledge of programs and services for individuals with disabilities.
• Preferred experience working with nonprofit organizations.
• Previous work with state licensures and related annual audits is a plus.

Additional Eligibility qualifications: 

• Must pass an extensive background check.
• Must comply with drug testing requirements.
• Reliable transportation is required.
• Must meet minimum licensure annual training requirements (this role includes licensure requirements for Administrators, Health & Safety, and HIPAA training).

Other Duties: As required to fulfill the ERC mission.

Salary: $40,000-$45,000

AAP/EEO STATEMENT:

The Elizabeth Richardson Center (ERC) is committed to Equal Employment Opportunity (EEO) and to compliance with all Federal, State, and local laws that prohibit discrimination based on sex, race, creed, color, religion, age, national origin, marital status, citizenship status, sexual orientation, gender identity, disability, ancestry, family status, medical condition, family care leave, genetic predisposition or status as a covered veteran and other protected characteristic under applicable law. 

ERC embraces the concepts of a diverse workforce, and applies this to all phases of employment, including, but not limited to, recruiting, employment, placement, promotion, transfer, demotion, reduction of workforce and termination, rates of pay, or other forms of compensation, selection for training, the use of all facilities, and participation in all company-sponsored employee activities. Provisions in applicable laws providing for bona fide occupational qualifications, business necessity, or age limitations will be adhered to by the company where appropriate.

ERC will take affirmative action as called for by applicable laws and Executive Orders to ensure that minority group individuals, females, disabled veterans, recently separated veterans, other protected veterans, Armed Forces service medal veterans, and qualified disabled persons are introduced into our workforce and considered for promotional opportunities.