Accounting Specialist

Qualifications

• AA in Accounting or related field
• 2-4 years A/P and A/R work experience
• 1-2 years’ non-profit, research, or healthcare experience desired
• Demonstrate competence in oral and written communication
• Must be organized, attentive to detail, and possess a positive, friendly and professional demeanor
• Must be flexible with changing priorities and able to communicate in a diplomatic and professional manner
• Computer skills including at least intermediate level experience with Excel and other Microsoft Office Software
• 10-key by touch

Management Responsibilities 

• Promote confidentiality of financial and other data at all times
• Review all A/P and A/R General Ledger coding for correctness and reasonableness
• Resolve all coding discrepancies prior to processing A/P and A/R transactions
• Accounts Payable invoice and credit memo processing
• Process cash disbursements and EFT payments weekly
• Process weekly A/P vendor payments
• File weekly A/P and A/R documentation
• Maintain all documentation files relating to A/P and A/R functions
• Maintain A/P vendor files in alphabetical and chronological order
• Maintain vendor and customer accounts in accounting software
• Reconcile vendor account balances to vendor statements monthly
• Verify and correct vendor and customer balance and billing errors
• Work with customers and vendors to answer inquiries
• Prepare Accounts Receivable statements
• Prepare customer invoices
• Process Accounts Receivable Cash Receipts entry
• Process EFT and ACH deposits
• Process annual 1099’s
• Ensure Finance internal controls are adhered to
• Assist with providing documentation for annual audits
• Work with Finance Manager to ensure project coding
• Prepare reports and schedules

Responsibilities

• Develop, plan, administer and monitor all procurement activities including the management of all functions in the Procurement Services Department 
• Provide professional support and advice to departments involved with procuring services, consultants, equipment, supplies, capital purchases, and any other applicable activities 
• Provide leadership and guidance to ensure compliance with all applicable federal, state, local, purchasing policies and procedures. Stay current with all laws and regulations that affect the purchasing function
• Develop and maintain a high-performance culture in the function, resulting in continued success meeting functional KPIs and improved levels of customer service to internal and external customers
• Collaborate with program management teams to ensure accurate forecasting and planning
• Liaise cross-departmentally in other areas such as Business Development, Program Management, and Finance personnel to ensure alignment of activities and objectives
• Identify and implement process improvements to increase efficiency and accuracy
• Serve as the procurement software product administrator for the organization 
• Manage the activities of the procurement function by developing and implementing internal procurement procedures and policies 
• Manage the encumbrance process to include posting encumbrances and ensure aged encumbrances are appropriate
• Oversee all bids and requests for proposals and quotes