Accounts Specialist

Job Description

Job Description

POSITION SUMMARY

The Accounts Specialist supports the financial operations of Children’s Harbor, with initial and primary responsibility for full-cycle accounts payable. The position processes and maintains vendor invoices, payment records, disbursements, and supporting documentation in accordance with generally accepted accounting principles and organizational policies. After demonstrating proficiency in accounts payable, the employee will progressively assume additional responsibilities, including posting revenue, processing payroll, and supporting grant reporting. The Accounts Specialist works closely with center leadership, employees, vendors, and the Finance Department to ensure transactions are accurate, timely, properly authorized, and fully documented.

ESSENTIAL DUTIES AND RESPONSIBILITIESAccounts Payable — Primary Responsibility

• Perform full-cycle accounts payable functions, including receiving, reviewing, coding, entering, and processing agency invoices in the accounts payable system.
• Verify invoices and supporting documentation for accuracy, appropriate authorization, correct account and cost-center coding, and compliance with organizational procedures.
• Coordinate with center directors, department managers, and vendors to resolve invoice discrepancies, obtain missing approvals or documentation, and respond to payment inquiries.
• Prepare payment batches and disburse authorized checks or electronic payments in accordance with the established payment schedule and internal controls.
• Generate and review accounts payable aging and other routine reports; identify past-due items, duplicate invoices, unusual transactions, and unresolved exceptions for management review.
• Maintain complete and orderly vendor records, payment documentation, tax forms, and supporting accounts payable files in accordance with record-retention requirements.
• Assist with accounts payable reconciliation, month-end and fiscal year-end close, and audit requests related to vendor transactions and disbursements.
• Provide accounting support to center and department managers regarding invoices, expenses, financial documentation, and business contracts within the role’s assigned responsibilities.

Progressive Finance Responsibilities

The following responsibilities will be assigned progressively after the employee demonstrates consistent accuracy, timeliness, and proficiency in accounts payable and completes the applicable training:

• Post revenue, deposits, receipts, and related adjustments to the accounting system using approved documentation and established coding procedures.
• Reconcile posted revenue to supporting reports, bank activity, funding records, and other source documentation; research and communicate discrepancies.
• Support payroll processing in accordance with the established payroll calendar, including review of time and attendance information, data entry, payroll adjustments, deductions, and authorized special payments.
• Reconcile payroll prior to transmission, validate confirmed payroll reports, maintain supporting documentation, and escalate exceptions to the Director of Finance and Human Resources as appropriate.
• Assist with voluntary deductions, benefit deductions, garnishments, child support orders, tax levies, and other required payroll transactions under established procedures.
• Support quarter-end and year-end payroll activities, including payroll tax documentation and W-2 or W-2c processing, as assigned.
• Support grant reporting by compiling financial schedules, transaction detail, payroll allocations, invoices, supporting documentation, and other data requested by the Director of Finance.
• Assist with grant expenditure tracking, reporting deadlines, audit support, and reconciliation of grant-related activity to the general ledger.

Finance Operations and Internal Controls

• Assist the Director of Finance and Chief Executive Officer with budget preparation, financial schedules, statistical data, audit requests, and special accounting projects.
• Prepare routine and ad hoc financial and operational reports and identify unusual trends, exceptions, or control concerns for management review.
• Follow established segregation-of-duties, authorization, documentation, record-retention, and confidentiality requirements.
• Assist with supply inventory, tracking, and ordering for centers, as assigned.
• Assist with bulk mail, mail merges, grant proposals, research projects, workshops, annual meetings, and other organizational projects, as assigned.
• Recommend practical improvements to finance workflows and adapt to changes in systems, processes, organizational needs, and regulatory requirements.
• Perform other related duties as assigned.

MINIMUM QUALIFICATIONS

• Associate degree in accounting, business administration, finance, or a related field; a bachelor’s degree is preferred. Relevant experience may be considered in lieu of the degree requirement.
• At least three years of progressively responsible accounts payable, payroll, bookkeeping, or accounting experience. Hands-on payroll processing experience is preferred.
• Working knowledge of computerized accounts payable, general ledger activity, basic accrual accounting principles, and internal controls.
• Working knowledge of payroll practices, wage and hour requirements, payroll taxation, deductions, and garnishments, or the demonstrated ability to learn these requirements.
• Proficiency with Microsoft Excel and experience using accounting, payroll, timekeeping, and database systems. Experience with QuickBooks and Procare is preferred.
• Ability to maintain confidentiality and handle payroll, banking, employee, vendor, and financial information with discretion.
• Demonstrated ability to reconcile detailed data, identify discrepancies, meet recurring deadlines, and manage multiple priorities with a high degree of accuracy.
• Strong written and verbal communication skills and the ability to work effectively with employees, managers, external agencies, vendors, and auditors.

CORE COMPETENCIES

• Financial accuracy and attention to detail
• Accounts payable, payroll, and transaction compliance
• Confidentiality and professional judgment
• Organization, prioritization, and deadline management
• Problem-solving and reconciliation
• Customer service and cross-functional communication
• Learning agility and readiness for expanded responsibilities
• Adaptability and continuous process improvement

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS

This position primarily operates in a professional office environment and routinely uses computers, telephones, and standard office equipment. The employee must be able to remain stationary for extended periods; communicate effectively in person, by telephone, and electronically; review detailed financial information; and occasionally move or lift office materials weighing up to 20 pounds. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

EMPLOYMENT NOTICE

This job description describes the general nature and level of work expected and is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Children’s Harbor may revise job duties based on operational needs. This document does not create a contract of employment. Employment with Children’s Harbor is at will, subject to applicable law.