Accounting and Payment Services Associate

Job Objective:

The Accounting and Payment Service Associate focuses on absolute excellence for all payments and receivables of the organization, is a key team member for a variety of accounting and financial related matters, and manages multiple relationships both within and outside of the organization. Applies general professional-level knowledge and principles of function to solve problems requiring the identification and analysis of non-routine factors. Use independent judgment and discretion to determine or recommend the best course of action. Verifies and pays invoices or employee expenses, executes check or payment runs, reconciles balances and maintains records. Sets up and maintains vendors or suppliers in the accounting systems. Ensure transactions are timely and accurate, and that expenses are accurately coded and allocated. The Accounting and Payment Service Associate also fill a critical role for multiple ad hoc financial projects throughout the year. Essential Duties: Processing vendor invoices and employee expense reimbursements; ensuring all requests are proper and in alignment with the organization’s policies, mathematically accurate, coded and entered into the accounting system correctly and in a timely manner and approved by appropriate personnel. Processing employee business credit card payments; ensuring credit card reimbursements are properly approved and authorized for payment, charges are appropriate, substantiated and in alignment with the organization’s policies, coded correctly and entered into the accounting system in a timely manner. Supporting the preparation and distribution of annual vendor 1099s and maintaining 1099 vendor files. Providing exceptional internal and external customer support; working with external vendors and internal employees to resolve any questions or issues with invoices, supporting documentation, expense reimbursement reconciliations, and check requests, as applicable. Assisting with agency payout invoice reviews, ensuring agency details on invoices are accurate, payout is processed in a timely manner, and is mathematical accuracy. Serving as a back up to the Senior Manager of Payment Services for processing agency payouts. Serving as a back up to the AR/Payroll Manager for processing cash deposits. Preparing multiple state regulatory filings and renewals. Processing donor pledges and cash receipts, ensuring accurate data entry and timely updates. Maintaining accurate donor and agency accounts by recording pledge designations, adjustments, and payment activity in the donor system. Researching and resolving pledge discrepancies, returned payments in collaboration with donors, workplace campaign contacts, and agencies. Certifying and maintaining documentation for non-member agencies to ensure compliance with United Way guidelines and eligibility requirements. Responding to donor, agency, and internal staff inquires regarding pledge status, payments, and designation details. Assisting with Accounting Functions of the Finance Department, including; Financial analysis, general and subsidiary ledger account reconciliations. Serving as a back-up when needed to ensure separation of duties. Preparing journal entries. Supporting the month end closing process. Ensuring departmental compliance with established policies and procedures. Assisting with creating and/or maintaining accurate finance and accounting related policies and procedures, educating employees on all relevant policies and procedures, and ensuring compliance with policies and procedures. Demonstrating a commitment to continuous process improvement by monitoring relevant finance and accounting related business processes and systems; and recommending opportunities for improvement. Assisting with general office support for our Virginia-based offices (e.g. filing, monitoring and receiving kitchen/office supplies and reordering. Assisting with special projects and other duties as assigned. Essential Education, Knowledge, Skills and Abilities: Bachelor’s degree in accounting or finance; or High school diploma (or GED) with equivalent relevant work experience. Minimum 1 year of accounting experiences essential; knowledge of non-profit accounting and reporting preferred. Must be able to help strengthen internal communications with, and help improve the financial acumen of, all levels of staff throughout the organization; and create and promote a positive, supportive and customer service-oriented work environment consistent with the organization’s culture, values and core competencies. Must be able to demonstrate personal qualities of integrity, credibility, a strong work ethic and an unwavering commitment to the organization’s mission; and to be able to help promote a culture of fiscal stewardship, prudence and fidelity throughout the organization. Must have knowledge and experience with accounting systems, including general and subsidiary ledgers; accounts payable and accounts receivable. Must have experience working with technology, enterprise-wide financial systems and automated tools and processes. Professional knowledge and experience with Microsoft EXCEL, WORD and POWERPOINT are required. Personal Skills and Attributes: Excellent organizational and time management skills; experience with automated accounting systems; and must be detail oriented with a positive, professional attitude. Ability to work independently, and with a diverse team in a fast paced, demanding and high transaction volume environment with emphasis on accuracy and timeliness. Excellent verbal and written communication skills; a self-starter with excellent organization skills, a strong work ethic, and a high energy level with the desire to get things done in an accurate and timely manner. Ability to multi-task and work under tight deadlines while demonstrating the utmost professional and personal integrity. Ability to engage with all levels of the organization, prioritize work, identify issues and solve problems; and demonstrate a passion for United Way’s mission and community commitment Individual and Organization-wide Competencies: The candidate must possess the following core competencies, which are required of all United Way NCA staff regardless of role. These core competencies represent the foundation and are an integral part of every position. These core competencies are in addition to the functional competencies of this position. Mission-Focused

: The candidate must demonstrate how his/her performance and professional development can create real social change that leads to better lives and healthier communities within the National Capital Area. Relationship-Oriented

: The candidate must demonstrate his/her ability to put people before process and capability to cultivate and manage relationships toward a common goal. Collaborative

: The candidate must demonstrate his/her ability to mobilize resources (financial and human) and harness all sectors of the community to achieve meaningful engagement and outcomes. Results-Driven

: The candidate must demonstrate his/her ability to support shared and measurable goals that promote the common good. Brand-Steward

: The candidate must demonstrate his/her ability to serve as a steward of the brand, including growing and protecting the reputation and results of United Way NCA and the greater network. We offer competitive compensation for our industry, healthcare benefits, paid leave, a matching retirement plan and a great work environment. Interested candidates must submit a cover letter and resume to Human Resources. Successful candidates must pass criminal background and reference checks. United Way of the National Capital Area EOE M/F/D/V