Staff Accountant

Position Title:

Staff Accountant

Job Description:

The Staff Accountant is a vital member of the Accounting & Finance Team and serves as the primary point of contact for all university payments. This role ensures compliance with federal, local, and Mount St. Mary’s University policies and procedures, and provides training to support that compliance. Key responsibilities include managing supplier records, entering supplier invoices, managing the Procurement/Credit Card program, reviewing employee expense reports, and various account reconciliations. The Staff Accountant also assists with other essential financial functions as needed. This position reports to the Senior Accounting Manager.

Essential Duties and Responsibilities:

Support the MSMU and the Accounting and Finance team through the following:

• Manage all Supplier files, including W-9s & W-8s per IRS requirements; enter and maintain Suppliers in Workday
• Review invoices and check requests for accuracy and available discounts and process for approval
• Review employee expense reports; check for necessary supporting documentation, compliance with MSMU policies, accuracy and necessary approvals
• Monitor invoices and check requests for proper authorization through the accounting system and generate timely settlement runs once all approvals are completed
• Conduct financial analysis and provide recommendations to optimize payment cycles, reduce costs, and increase operational efficiency
• Analyze accounts payable workflow processes and make recommendations for improvements
• Act as the internal control monitor for coding of expenditures to assure that expenses are charged to the proper account, cost center, programs, etc.
• Determine the most efficient method of payment: Procurement Card, ACH, Direct Deposit or Check
• Process weekly ACH and Check runs
• Calculate and provide imputed income calculations for proper reporting
• Respond to inquiries from Supplier and University personnel
• Reconcile accounts payable balances to general ledger and reconcile various general ledger accounts
• Prepare payable reports as required, to include monthly aging reports
• Issue calendar-year 1099s and assist with 1042 preparation after validating Suppliers and total dollars paid within the required timeframe.  Prepare annual IRS reporting.
• Maintain petty cash fund for the Business and Finance office
• Maintain and document current processes for all job duties
• Update accounts payable policies and procedures to ensure compliance with state and federal regulations.
• Manage the Procurement Card program for the University
  • Review of all new Procurement Card applications
  • Order and issue new cards
  • Uses discretion in determining credit limits and single transaction limits on individual cards
  • Manage the use of cards for individuals on International Travel
  • Audit procurement card spending for proper authorizations and legitimacy
  • Work closely with individuals in completing transactions in a timely fashion
  • Perform weekly integration of procurement card transactions into ERP system
  • Initiate monthly credit card payments

• Manage the Amazon Business Platform
  • Manages Amazon Business membership
  • Invite new employees to join Amazon Business account
  • Remove terminated employees from Amazon Business account
  • Audits orders for proper authorizations and legitimacy
  • Serve as the primary liaison to Amazon for compliance and account optimization strategy.

• Prepare and submit monthly allocations for cell phone, vehicle usage, shipping, catering and other university expenses
• Prepare and perform data input for various journal entries as assigned
• Responsible for assisting with review and updating accounting policies and procedures manual
• Work independently, applying sound judgment and discretion to manage tasks, resolve issues, and meet deadlines with minimal supervision.
• Other duties as assigned

Job Requirements: Education, Experience and Skills:

• Bachelor's degree in accounting or related field with a minimum of two years of relevant experience working in an accounting office   
• Demonstrated ability to take initiative, work independently, and apply discretion in resolving issues effectively.
• Excellent organizational and communications skills
• Ability to get along well with all types of people
• Detail oriented
• Familiarity with state and federal regulations regarding compliance with payment issuance.
• Working knowledge of the Microsoft Suite (Excel, Word, Outlook, and Teams) and experience with accounting software programs, with preferences toward