Accounting Specialist

Description

POSITION SUMMARY:

The Accounting Specialist will be cross-trained in the various financial functions of the agency. May perform financial related tasks relating to any of the following areas; Financial Reporting, Accounts Payable, Accounts Receivable, Payroll and Purchasing.  

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Accounts Payable:

1. Completes payments and controls expenses by receiving, processing, verifying, and reconciling invoices.
2. Reconciles processed work by verifying entries and comparing system reports to balances.
3. Charges expenses to accounts and cost centers by analyzing invoice/expense reports; recording entries.
4. Pays vendors by monitoring discount opportunities, verifying federal id numbers, scheduling and preparing checks, and resolving purchase order, contract, invoice, or payment discrepancies and documentation.
5. Ensures credit is received for outstanding memos.
6. Issues stop-payments or purchase order amendments.
7. Pays employees by receiving and verifying expense reports and requests for advances; preparing checks.
8. Maintains accounting ledgers by verifying and posting account transactions.
9. Verifies vendor accounts by reconciling monthly statements and related transactions.
10. Maintains records by scanning and filing documents.
11. Disburses petty cash by recording entry and verifying documentation.
12. Ensures that vendors have tax exemption documentation and that the Agency is not charged sales tax.
13. Monitors copy count on shared photocopier equipment.
14. Postage meter readings.
15. Enters customer payment information into vendor databases.

Payroll:

1. Performs all activities necessary to process biweekly payroll in a timely manner.
2. Maintains accurate payroll records and employee files, in conjunction with HR, including reconciliation of payroll accounts.
3. Completes and submits Unemployment Reports, Wage Verifications, Garnishments and Levies.
4. Performs other related activities and ad hoc reports, as required, to assure program success.
5. Works closely with Human Resources to ensure accurate benefit deductions and record keeping.
6. Prepares various payroll and management reports and journal entries. 
7. Responds to employee inquiries and requests regarding payroll matters. 

Purchasing:

1. In consultation with appropriate staff, prepares all requests for proposals and invitations to bid; works with staff to evaluate responses; makes a recommendation to the Finance Director/CFO. 
2. Verifies purchase requisitions by comparing items requested to master list; clarifying unclear items; recommending alternatives. 
3. Establishes relationships with vendors in order to ensure the Agencies expenditures are fiscally responsible. 
4. Forwards available inventory items by verifying stock; scheduling delivery. 
5. Prepares purchase orders by verifying specifications and price; obtaining recommendations from suppliers for substitute items; obtaining approval from requisitioning department. 
6. Obtains purchased items by forwarding orders to suppliers; monitoring and expediting orders. 
7. Verifies receipt of items by comparing items received to items ordered; resolves shipments in error with suppliers. 
8. Authorizes payment for purchases by forwarding receiving documentation. 
9. Keeps information accessible by sorting and filing documents. 
10. Provides purchasing planning and control information by collecting, analyzing, and summarizing data and trends. 
11. Processes education benefits (tuition reimbursements). 
12. Arranges travel accommodations for staff to include hotels, flights, rental, etc. 
13. Maintains records by scanning and filing documents. 

Accounts Receivable:

1. Prepares monthly invoices for all program areas. 
2. Posts payments by recording cash, checks, and credit card transactions. 
3. Posts revenues by verifying and entering transactions form lock box and local deposits. 
4. Updates receivables by totaling unpaid invoices. 
5. Maintains records by scanning and filing invoices, debits, and credits. 
6. Verifies validity of account discrepancies by obtaining and investigating information. 
7. Resolves valid or authorized deductions by entering adjusting entries. 
8. Resolves invalid or unauthorized deductions by following pending deductions procedures. 
9. Resolves collections by examining payment plans and payment history; coordinating contact with funding sources. 
10. Summarizes receivables by maintaining invoice accounts; coordinating monthly transfer to accounts receivable account; verifying totals; preparing report. 
11. Administers MaineCare portal.