Accounting Specialist II /Accounts Receivable

Job Description

Job Description

Summary:

Under the supervision of the Chief Financial Officer (CFO), the Accounting Specialist - Accounts Receivable is responsible for performing a variety of accounting and fiscal functions to support the agency's financial operations. Primary responsibilities include invoicing and billing, accounts receivable management, payment processing, account reconciliations, journal entries, fixed asset accounting, financial reporting, and compliance with Generally Accepted Accounting Principles (GAAP) and grant requirements.

 

The Accounting Specialist ensures the accuracy and integrity of financial records, supports timely revenue collection, and assists in maintaining strong internal controls and financial accountability throughout the organization.

 

Essential Job Duties and Functions:

Accounts Receivable and Revenue Management

 

1. Prepare and issue accurate invoices, billing statements, and reimbursement requests for agency contracts, grants, and funding agreements in accordance with grant and contract requirements.

2. Record, process, and apply received payments, including checks, electronic transfers (ACH), wire transfers, and other payments, ensuring proper coding and allocation to appropriate programs, funding sources, and class allocations.

3. Monitor outstanding receivables and grant reimbursements; identify delinquent accounts and collaborate with the CFO to follow up with funding agencies and other payers to ensure timely payment.

4. Generate and maintain accounts receivable aging reports and provide regular updates to the CFO regarding collection status and outstanding balances.

 

Accounting and Reconciliation

 

5. Investigate and resolve payment discrepancies, account variances, and reconciliation issues to ensure the accuracy of the general ledger.

6. Prepare, review, and maintain monthly journal entries, including accruals, prepaid expenses, credit card transactions, depreciation, and other adjusting entries.

7. Establish and monitor recurring journal entries and ensure supporting documentation is complete and properly maintained.

8. Complete monthly bank and credit card reconciliations for assigned accounts and record all necessary adjustments in a timely manner.

 

Fixed Assets and Inventory

 

9. Maintain accurate inventory and fixed asset records, including acquisition costs, useful life, depreciation schedules, and program allocations.

10. Track asset acquisitions, disposals, transfers, and inventory records.1

11. Prepare depreciation schedule and journal entries and reconcile depreciation expense and accumulated depreciation accounts.

 

Budget and Grant Compliance

 

12. Update and maintain budgets within the agency's accounting system.

13. Monitor and maintain appropriate expense allocations among programs and funding sources to ensure compliance with grant requirements, contractual obligations, and agency policies.

14. Process and maintain fiscal records in accordance with GAAP, agency policies, and applicable

federal, state, and local regulations.

 

Reporting and Financial Support

 

15. Prepare financial schedules, supporting documentation, reconciliations, and working papers as requested by the CFO.

16. Assist with audits, grant monitoring activities, financial reviews, and reporting requirements by providing accurate records and supporting documentation.

17. Provide accounting and fiscal support to agency staff as needed and directed.

 

Team Support and Cross-Training

 

18. Participate in cross-training activities and serve as backup support for other fiscal functions during staff absences or periods of increased workload.

 

19. As a mandated reporter, immediately report concerns of suspected child abuse or neglect to a supervisor and Child Welfare Services (CWS) Intake Services in accordance with agency policy and state law.

20. Perform other related duties and special projects as assigned.

Qualifications:

 

To perform this job successfully, an individual must satisfactorily perform each essential duty. 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 a 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 computers 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 multitask.

 

Education and/ or Experience:

 

1. Baccalaureate degree in accounting, business, fiscal management, or a related field. (Exemption may be approved by the Chief Executive Officer.)

2. At least one (1) year of Full Charge Bookkeeping experience is desired.

3. Experience with QuickBooks Nonprofit Edition a plus.

4. Excellent analytical and computer skills (Microsoft/QuickBooks).

5. St.rong communication and verbal skills.

6. Must be able to handle multi-task assignments.

7. Able to work independently and within a team environment.