Major Responsibilities include, but not limited to:
- Access the bank website daily and download documentation showing activity: Deposits, Sweeps & Transfers, along with all bank fees and A/P payments that were auto paid and need to be recorded.
- Daily review the bank website for any Positive Pay activity
- Review the check that was presented to the bank, verify it is correct
- Approve and submit it for payment on the bank website
- Send any deposit information for that day to accounts receivable
- Record bank account sweeps and zero balance transfers (ZPA’s) in Costpoint.
- Record bank fees and auto withdrawal A/P payments in Costpoint.
- Combine downloaded files from the bank site with the reports created during processing these items in Costpoint, saving as a packet on the corresponding drive on the network.
- Communicate with employees and vendors
- Review the scanned mail for bills, save the files on the drive, email invoices for payment approvals
- Enter vouchers in Costpoint for each of the approved bills
- Print and email AP reports weekly to receive the approved payment selections to run checks
- Print A/P checks, prepare payment packet, mail payments
- Upload all checks printed onto the bank website under Positive Pay
- Research bills or payment issues or inquires made by our employees or vendors
- Research any issues or questionable bills that come in.
- If we are over billed address the issue with the vendor to get our account credited
- Record the credit in the accounting system.
- Monthly company credit cards
- Keep copies of all receipts for the company credit card
- Reconcile these receipts against the credit card statement
- Request receipts from the employees that charged the item
- Enter voucher in the accounting system for each purchase
- Enter a voucher for the actual credit card, print check, and mail payment
- Review all travel and non-travel Employee Reimbursements submitted in ExpenseWire
- EOSS travel will be reviewed by program management
- Review all JVN and ECS travel to make sure it is contract compliant
- Complete all Final Approvals of employee reimbursement in ExpenseWire
- Research and resolve any ExpenseWire Reimbursement Software issues that arise on Accounting side or Employee’s side.
- Prepare travel packets for entry into Costpoint and for Invoicing
- Make sure all receipts are ledge able and complete. If they are not, fix or request a better copy from employee
- Make sure all travel requirements and policies are followed, including the rates are correct according to the GSA website and travel location.
- Save all packets in designated folders on the proper drives (these are saved in multiple places)
- Pay employees their reimbursements via ExpenseWire
- Assist employees with their reimbursement submissions, as needed.
- Keep travel policy updated, as needed
- Set up charge codes in ExpenseWire for employees to enter their travel and other reimbursement codes as needed.
- Create Travel invoices for Leidos
- Track Travel to make sure one trip over multiple weeks is invoiced when all travel is completed
- Keep track of all travel that is currently on going, when the travel is completed, when EE is paid, and when travel is invoiced.
- Calculate/Enter Travel invoice in Costpoint for Leidos/SLICS travel
- Upload Invoice and travel packet in SLICS for submission to Leidos
- General office work
- Filing and/or Scanning for Accounting department
- Ordering Office Supplies (including cleaning supplies) as needed
- Keep Postage machine loaded – upload additional postage when needed
- Other Office building support as needed
- Assist with weekly timesheet entry into our accounting system.
- Assist with Audits
- Support other team member as necessary
- Research issues and provide help/spreadsheets/reports as requested
