Accounting Specialist

About the Organization INLIVIAN's mission is to create innovative housing solutions in desirable communities for residents of diverse incomes and facilitate access to services to help them succeed.

We are an equal opportunity employer and a workforce of housing professionals committed to making INLIVIAN a premier provider of real estate services in the nation.

Accounting Specialist

Senior Vice President of Accounting

Finance/Accounting FLSA Status:
Non-Exempt

The purpose of this position is to assist in processing the following: payments to vendors, for credit card purchases, as well as deposit and key all payments received by the agency. This is accomplished by reviewing, entering and posting invoices, processing and mailing checks, splitting paid charges, verifying that non-incorporated vendors are set up for 1099’s, and coding, entering and posting cash receipts.

Responsibilities include, but are not limited to, the following:

• Assist with opening daily mail and stamps with date received. Verifies vendor number, purchase order number, property, quantity, price and general ledger account number from the related purchase order. Verifies that purchase order has been received by staff and the date received. Insures that payments to vendors are timely to take advantage of discounts.
• Enters and posts invoices into the financial accounting system. Splits paid charges out to the site level. Ensures that all invoices balance to the batch total in the computer system and files.
• Contacts vendors and/or staff to clarify information, requests information or alerts them of problems such as price variance or quantity discrepancy. Researches any past due invoices and/or statements.
• Processes purchasing card transactions for all employees. Verifies that the receipts match statement, ensures that there is a purchase order for each item listed on the statement and that procurement requirements are followed. Contacts staff to clarify and/or request information. Enters all statements into the computer system.
• Assists in maintaining vendor information, verifies that non-incorporated vendors are set up for 1099’s and verifies vendor addresses. Verifies amount to be reported on 1099’s, prints and mails 1099’s to vendors; sends 1096 form to IRS by deadline.
• Selects invoices to be paid, prints, folds, mails checks and direct deposit notices. Sends positive pay check information to the bank; and sends electronic payment files to the bank.
• Stops payment, voids and reissues lost or incorrect payments. Researches checks information in the bank software. Checks the bank daily for any fraudulent checks.
• Assists in calculating accrued sales tax on tangible goods that have not been taxed. Runs sales and use tax general ledgers for the month. Completes Sales and Use tax form for North Carolina. If money is owed, processes a check to submit with the form and submits before deadline.
• Allocates payments for monthly financial reports. Creates Excel worksheets including properties, amounts, general ledger numbers, dates and notes to allocate charges to individuals or to properties. Verifies that the correct properties are being charged. Submits the files to Accounts Receivable to be uploaded in the computer system. Files the invoices.
• Contacts vendors to request refunds, and/or removal of late fees. Verifies conformations for vendor attorney letters.
• Makes corrections and adjustments through journal entries.
• Ensures that business reply mail is being charged to the correct department, prepares daily Excel spreadsheet that details mail.
• Ensures file room is maintained neatly.
• Pulls files for staff inquiries.
• Uploads daily payment file from Money Gram into the Agency software.
• Creates and…