Summary:
Under the supervision of the Chief Financial Officer (CFO), the Accounting Specialist-Payroll/Human Resources is responsible for initiating and completing a variety of fiscal functions. The Accounting Specialist processes and reconciles all outgoing funds, analyzes business, and fiscal procedures to determine fiscal impact on the agency, and provides clerical support in the daily accounting operations. This position may have a specialized area of concentration.
Essential Job Duties and Functions:
1. Processes all fiscal records as necessary to be in conformity with General Accepted Account Principals. Such areas will include Accounts Payable, Accounts Receivable, Purchasing, Payroll, and contract administration.
2. Ensures accurate processing and recording of agency’s payroll, provides timely and accurate financial information, and responsible for data entry of payroll and time allocation processing. Additional tasks under this area are:
· Daily payroll operations;
· Managing workflow to ensure all payroll transactions are processed accurately and timely;
- Reconciling payroll prior to transmission and validating confirmed reports;
- Understanding proper taxation of employer-paid benefits;
- Processing correct garnishment calculations and compliance;
- Executing time and attendance processing and interfacing with payroll;
- Performing compliances for federal, state, and payroll laws;
- Processing accurate and timely year-end reports when necessary (W-2, W-2c, etc.);
- Developing ad hoc financial and operational reports as needed;
- Processing manual check and re-allocation as necessary;
- Updating and reconciling monthly bank statements;
- Loading imported files received from outside provider;
- Researching and emailing appropriate audience of file issues; and
- Responding to employees’ questions and inquiries.
3. Journal entries:
- Sets up and monitors recurring journal entries for prepaid expenses including insurance policy premiums and annual maintenance contract fees; and
- Prepares monthly journal entries to account for accrued paid time off (PTO), prepaid travel expenses, leave without pay (LWOP), employee expense advances, and others as needed.
4. Monitors payroll checking account and facilitates transfers of funds so as to insure maintenance of minimum balances.
5. Negotiates competitive rates for services received, purchases and other related finance items.
6. Prepares and maintains any/all support schedules and/or working papers as required by the CFO.
7. Assists in verifying and filing of documents in personnel files.
8. Assists in preparing for monitoring and audit, and performs other fiscal and financial duties as assigned by the lead and CFO of Finance.
9. Completes cross training on all fiscal duties to serve as back up in the absence of any fiscal staff member.
10. All MFSS Staff: As a mandated Reporter, reports all concerns of suspected CAN to Supervisor and CPS Intake Services.
11. Performs other related duties as assigned in a timely manner.
Employee Standards
1. Adheres to administrative and program rules, policies, procedures, and objectives.
2. Assists in care and maintenance of program equipment and supplies.
3. Consistently reports to work on time and ready to work at the appointed start time.
4. Provides proper notification when late or absent.
5. Adheres to and abides by the agency’s Code of Ethics.
6. Reports to work well-groomed and in compliance with the agency’s dress code.
1. Adheres to productivity guidelines for program and agency.
2. Manages equipment, materials, supplies, and time within budget.
3. Submits timesheets, disburse requests, and other fiscal forms accuracy and timely.
1. Uses the values, philosophy, tools, and techniques of Performance and Quality Improvement (PQI) to support the organization’s quality in all daily work.
2. Actively participates in PQI education.
3. Actively participates in committees, teams, and task forces as requested.
4. Develops and implements action plans for performance improvement and understands what is necessary in order to meet Agency’s needs and expectations.
1. Demonstrates the ability to interact in a positive and helpful manner with participants, visitors, volunteers, Board, Community, and staff.
2. Respects the dignity of all by maintaining their privacy, ensuring confidentiality, and maintaining appropriate boundaries.
3. Exhibits a commitment to the organization’s mission.
4. Reflects commitment to building a supportive work environment and maintains a positive attitude in the work place and toward the job.
5. Projects a good image in engaging with the public and is willing to make an extra effort to help build a quality and caring social services organization.
1. Demonstrates effective communication skills by conveying necessary information accurately and concisely, respectfully, listening effectively, and asking pertinent questions.
2. Communicates effectively with all MFSS programs and staff, both orally and in writing; can read and understand written material and is able to write effectively to meet the job requirements.
1. Establishes and maintains cooperative relationships with participants, staff, and others using a humanistic attitude (anticipates needs, is respectful, caring and courteous).
2. Teamwork: interacts with fellow workers in a way that promotes a harmonious and cooperative working environment. Volunteers and interacts in a supportive helpful manner.
1. Adheres to safety, health, and regulatory requirements as described in the administrative and program operations and policies and procedures.
2. Reports incidents and unsafe work conditions to supervisor and/or member of Executive Leadership Team, immediately.
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other qualifications listed below are needed to adequately fulfill essential job duties. Reasonable accommodations may be made to enable differently-abled individuals to perform the essential functions.
- Current and valid driver’s license.
- Current and clean driver’s abstract.
- Access to vehicle for daily use.
- Current automobile insurance.
- Current TB clearance.
- Able to relate with sensitivity and respect to a diverse group of people.
- Comfortable with statistical information.
- Proficient use of computer and software applications.
- Able to use all office equipment (copier, computers, phone, etc.).
- Good written and verbal communication skills.
- Must be responsible, flexible, organized, and able to prioritize different tasks and multi-task.
Education and/or Experience:
1. B.A. in Accounting or A.A. with previous experience or High School diploma with equivalent experience.
2. At least one (1) year of Full Charge Bookkeeping experience desired.
3. Experience with QuickBooks nonprofit edition a plus.
4. Excellent analytical and computer skills (Microsoft/QuickBooks).
5. Strong communication and verbal skills.
6. Must be able to handle multi-task assignments.
7. Able to work independently and within a team environment.
Language Skills:
Read, analyze, interpret, and effectively communicate technical information and procedures specifically government regulations and laws. Effectively present and respond to questions from staff, supervisors, and administrative personnel.
Reasoning Ability:
Must be able to resolve practical problems and deal with a number of variables that may arise. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit, talk, and listen. Mostly sedentary work, occasional reaching, stooping, bending, kneeling, crouching. The employee should have manual dexterity to be able to file, type, and accomplish general office tasks specific to job duties of this position. The employee may occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job; little exposure to temperature, noise or environmental extremes. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Pay: $52,000.00 - $62,400.00 per year
Benefits:
- 401(k)
- Dental insurance
- Flexible spending account
- Health insurance
- Paid time off
- Vision insurance
Application Question(s):
- DO YOU HAVE EXPERIENCE WITH QUICKBOOKS NONPROFIT EDITION?
Education:
Experience:
- FULL CHARGE BOOKKEEPING: 1 year (Preferred)
Work Location: In person
