Staff Accountant, Accounts Receivable

Hager Sharp - Washington, DC3.6

The Staff Accountant, Accounts Receivable Specialist provides accounting support to the finance and accounting department and project teams supporting government and commercial clients. S/he serves as a liaison between the finance and accounting department and client project managers throughout the agency, ensures that timely, accurate monthly financial reports and invoices are developed for each client, and provides assistance with accounts payable reporting, and payroll as needed. S/he provides consistent and reliable support, including “managing up” where necessary to ensure adherence to internal and client deadlines. S/he possesses and demonstrates skills in finance, accounting, is proficient in Deltek accounting software, including Costpoint 7+ and Time & Expense 10, and is expert in Microsoft Excel. S/he demonstrates excellent time management, attention to detail, quality control and organizational skills.

Hager Sharp is an independent marketing and communications agency owned by employees with a shared passion: Developing ideas that make a difference. We create award-winning campaigns that achieve results for organizations committed to improving health, advancing education, and transforming our communities—through communications that engage, motivate, and inspire in any and every medium that best reaches a particular audience, from earned to paid, digital to print, in-person to outdoor. If you’re looking for an agency where making a difference is in the DNA, come to Hager Sharp.

Essential Duties and Responsibilities:
In addition to demonstrating excellence in all of the Hager Sharp career competencies, the essential duties and responsibilities of this position are to:

Client Service
Support the finance and accounting department in ensuring smooth, efficient, and accurate operations
Build and maintain solid working relationships with internal client project managers
As directed, establish and maintain relationships with client contracting officers and/or client finance leads
Maintain and ensure that a current and complete client billing code list is available at all times on the company’s share drive
Support the development and provision of financial management training and education as necessary to client project managers and other project staff
With training, provide back-up support to other finance and accounting team members as needed, including assisting with accounts payable, payroll and reporting
System Set-up and Maintenance
Update and maintain the master staff mapping file and project mapping file
Coordinate with the Staff Accountant, Accounts Payable Specialist and project managers to establish job codes for new client projects (upon receipt of proper forms)
Set up new contracts and maintain existing contracts in the financial system in accordance with contractual requirements and agency procedures, including:
Entering and maintain the employee workforce for each contract
Entering line item budgets for all client contracts to support ongoing budget tracking
Entering approved billing rates for T&M contracts, based on the budgets and contracts negotiated with clients
Entering contract modifications according to executed contract modifications and updating contract funding and timeframe as needed
Establish job codes for new projects and new business proposals
Maintain a master spreadsheet that documents the pertinent contract details (e.g., contract number, name, period of performance, Hager Sharp project manager, monthly invoice deadline and items required in the monthly invoice package), approved labor categories and labor rates, and any applicable discounts for all clients
Support regular audits of the financial system to ensure the validity of contract-related data
Client Invoicing and Budget Tracking
Establish and maintain the billing master file
Ensure that project costs are recorded in accordance with FAR and CAS
Work with project managers to verify the accuracy of billing data (labor hours, other direct costs, labor categories, and billing rates) for each client
Work closely with the Staff, Accounts Payable Specialist to monitor vendor/subcontractor and freelancer/consultant funding and invoices; ensure that invoices do not exceed authorized budget; and ensure that all anticipated invoices are received each month and properly posted to the relevant client invoice
Prepare monthly project summary reports and budget trackers for all contracts; review prior to submission to project manager to ensure accuracy; and work with project managers to review and finalize each
Prepare monthly open purchase order reports for all contracts and provide to project managers; ensure that purchase orders are reflected properly in the monthly budget tracker
Work with the Accounting Manager and Staff Accountant, Accounts Payable Specialist to resolve any discrepancies in labor and ODCs pertaining to client invoices
Assist with the development of estimates to complete for firm fixed price contracts
Prepare, secure project manager and Project Accountant approval of, and submit monthly client invoices for CPFF, T&M and FFP contracts
Establish and maintain a master electronic file of all financial and contractual documents for each client, including proposals, signed contracts/task orders and modifications, signed subcontracts and modifications, consultant/freelancer resumes and signed agreements, monthly invoices, and activity reports, budget trackers, and any other documentation as required in the monthly billing packet for each contract
Accounts Receivables
Make bank deposits
Prepare monthly accounts receivable aging reports for the Project Accountant, CFO, Accounting Manager, and President and CEO; work with Project Accountant and project managers to collect outstanding payments as needed
Prepare specialized reporting for specific contracts as needed
Prepare weekly labor utilization reports when the Staff Accountant, Accounts Payable Specialist is out of the office or on another deadline
Accounts Payable and Payroll
Assist with accounts payable and payroll processing as needed
Business Development
Support the development of budget templates for proposals that adhere to RFP requirements
Maintain a spreadsheet containing contract details for past performance submissions
Perform other duties as assigned
Support specific agency-wide initiatives as requested
Perform other duties to support the finance and accounting function as assigned, including backing up other team members as needed

Associate’s degree in accounting
At least 1 year of experience in coordinating billing and invoicing and processing accounts receivable for government and commercial contracts
At least 2 years of experience working within an accounting department
Basic knowledge of general accounting procedures
Proficiency in Deltek Costpoint 7+ and Time and Expense 10
Expertise in Microsoft Excel
Outstanding attention to detail, quality control, multi-tasking and organizational skills
Proven ability to work within a fast-paced and highly collaborative team environment
Excellent interpersonal skills
Hager Sharp is an employee-owned firm (ESOP) known for its collegial, collaborative, and creative work environment. Employee benefits include health and dental insurance, short-term and long-term disability coverage, life insurance, flexible spending plans, 401(k) plan, exercise facilities, holidays, paid personal and sick leave. Employees are also eligible for stock shares. Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, national origin, disability or protected veteran status, or any other legally protected basis, in accordance with applicable law.